WorkView Implementation 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 18 © Hyland Software, Inc. All rights reserved. v.8102.21.01 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 Introduction to WorkView| Case Manager ................................................................................................................................. 9 Course Introduction .............................................................................................................................................................. 10 Resources .............................................................................................................................................................................. 11 What is WorkView | Case Manager? .................................................................................................................................... 12 Identify WorkView| Case Manager Opportunities ........................................................................................................... 14 WorkView |Case Manager Foundation ....................................................................................................................................... 19 Business Case – Hiring Application ........................................................................................................................................ 20 OnBase Studio ....................................................................................................................................................................... 22 OnBase Studio ................................................................................................................................................................... 22 OnBase Studio Interface Review ....................................................................................................................................... 23 Build Order – WorkView Ladder........................................................................................................................................ 24 Applications and Classes ....................................................................................................................................................... 25 Building Applications ......................................................................................................................................................... 25 Building Classes ................................................................................................................................................................. 26 Attributes .............................................................................................................................................................................. 27 Building Attributes............................................................................................................................................................. 27 Filters and Filter Bars ............................................................................................................................................................. 29 Building Filters ................................................................................................................................................................... 29 Building Filter Bars ............................................................................................................................................................. 30 Views ..................................................................................................................................................................................... 31 Views and the View Designer ............................................................................................................................................ 31 Building Views ................................................................................................................................................................... 32 Testing The Solution .............................................................................................................................................................. 34 Testing the Solution .......................................................................................................................................................... 34 Building Views Using Tables .............................................................................................................................................. 36 Additional Practice – More Views ..................................................................................................................................... 37 WorkView Case Manager Component Review .................................................................................................................. 38 Data Sets, Macros, and View Updates ............................................................................................................................................. 43 Data Sets................................................................................................................................................................................ 44 Copyright Hyland Software, Inc. | 3 Activity Building Data Sets................................................................................................................................................. 44 Default Value Macros ............................................................................................................................................................ 45 Activity Building Macros .................................................................................................................................................... 45 Sequences ............................................................................................................................................................................. 46 Indexes .................................................................................................................................................................................. 48 Activity Creating Indexes ................................................................................................................................................... 48 Masking ................................................................................................................................................................................. 49 Activity Masking Attributes ............................................................................................................................................... 49 Views – Read Only and Required .......................................................................................................................................... 50 Activity Updating Views .................................................................................................................................................... 50 Improving WorkView Filters ........................................................................................................................................................... 53 Best Practices ........................................................................................................................................................................ 54 User Prompts ......................................................................................................................................................................... 55 Activity User Prompts ........................................................................................................................................................ 55 Fixed Constraints ................................................................................................................................................................... 56 Activity Fixed Constraints .................................................................................................................................................. 56 Activity Fixed Constraints with Arguments ....................................................................................................................... 57 Relationships................................................................................................................................................................................ 59 Relationships ......................................................................................................................................................................... 60 Relationship Attributes ......................................................................................................................................................... 61 Fill in the Blank – Relationship Attributes .......................................................................................................................... 61 Creating a Relationship...................................................................................................................................................... 62 Activity Creating a Relationship - Review .......................................................................................................................... 63 Activity Creating a One to Many Relationship .................................................................................................................. 64 Activity Creating a Many Relationship - Review................................................................................................................ 66 Activity Testing the Relationship Attribute ....................................................................................................................... 67 Vendor Issues Lab ...................................................................................................................................................................... 71 Vendor Issue Tracking Lab ..................................................................................................................................................... 72 Designing the Vendor Solution .......................................................................................................................................... 73 Building the Vendor Application........................................................................................................................................ 74 Building the Vendor Classes and Attributes ...................................................................................................................... 75 Building the Vendor Filters and Filter Bars ........................................................................................................................ 77 Copyright Hyland Software, Inc. | 4 User Prompt Filters ........................................................................................................................................................... 78 Fixed Constraint Filters ..................................................................................................................................................... 79 Embedded Filters .............................................................................................................................................................. 80 Create Filter Bars............................................................................................................................................................... 81 Building the Vendor View .................................................................................................................................................. 82 Issue View and Events View .............................................................................................................................................. 83 Testing the Vendor Issue Tracking Solution ....................................................................................................................... 85 Keytype Mappings, Folders, and Document Types .................................................................................................................... 90 Mapping Introduction ........................................................................................................................................................... 91 Document Type Associations ................................................................................................................................................ 93 Activity Object Creation from a Document ....................................................................................................................... 93 Activity Workflow System Task ......................................................................................................................................... 94 Activity Vendor Issue Tracking Document Type Association ............................................................................................ 95 Folder Associations................................................................................................................................................................ 96 Activity WorkView | Case manager Folders ...................................................................................................................... 96 Activity Folder Association Practice .................................................................................................................................. 97 Upload Associations .............................................................................................................................................................. 98 Activity Automatically Index Documents .......................................................................................................................... 98 Keytype Map Review ......................................................................................................................................................... 99 WorkView Triggers .................................................................................................................................................................. 102 Triggers ................................................................................................................................................................................ 103 Activity ............................................................................................................................................................................. 104 Create a Count Trigger .................................................................................................................................................... 104 Triggers Practice .............................................................................................................................................................. 105 Advanced Filter Solutions ........................................................................................................................................................ 107 Edit Mode ............................................................................................................................................................................ 108 Enabling Edit Mode ......................................................................................................................................................... 108 Additional Practice .......................................................................................................................................................... 108 Sub Filters ............................................................................................................................................................................ 109 Sub Filter Configuration................................................................................................................................................... 110 User-Defined Filters............................................................................................................................................................. 111 User Defined Filter Bar Configuration ............................................................................................................................. 111 Copyright Hyland Software, Inc. | 5 Reportable Views ................................................................................................................................................................ 112 Reportable Database Views ............................................................................................................................................ 112 Module Associations ........................................................................................................................................................... 113 Module Associations ....................................................................................................................................................... 113 Extended Classes ..................................................................................................................................................................... 115 Extended Class..................................................................................................................................................................... 116 Building an Extended Class .............................................................................................................................................. 117 Building Extended Class Attributes .................................................................................................................................. 118 Building Extended Class Views......................................................................................................................................... 120 WorkView Actions ............................................................................................................................................................... 121 Building Actions: Modify Class ........................................................................................................................................ 121 Testing Actions ................................................................................................................................................................ 122 Association Classes .................................................................................................................................................................. 125 Association Class ................................................................................................................................................................. 126 ACTIVITY Building an Association Class ........................................................................................................................... 127 Project Management Lab......................................................................................................................................................... 129 Business Process.................................................................................................................................................................. 130 Designing the Project Management Solution .................................................................................................................. 132 Association Class Practice ................................................................................................................................................... 134 ACTIVITY Leveraging an Existing Class ............................................................................................................................. 134 ACTIVITY Building the Project Management Association Class....................................................................................... 135 ACTIVITY Testing the Project Management Association Class ........................................................................................ 136 Modifying Attributes with WorkView Actions .................................................................................................................... 138 WorkView Actions ........................................................................................................................................................... 138 WorkView and Workflow .................................................................................................................................................... 139 Create a New Workflow Life Cycle ................................................................................................................................. 140 Security .................................................................................................................................................................................... 144 Basic WorkView | Case Manager Security .......................................................................................................................... 145 ACTIVITY Adding Security ................................................................................................................................................ 147 Security Attributes .............................................................................................................................................................. 148 ACTIVITY Adding Security Attributes ............................................................................................................................... 148 Migrating Solutions and Data .................................................................................................................................................. 150 Copyright Hyland Software, Inc. | 6 Application Exports ............................................................................................................................................................. 151 ACTIVITY Export an Application....................................................................................................................................... 152 Application Exports ............................................................................................................................................................. 153 ACTIVITY Import an Application ...................................................................................................................................... 153 Data Imports and Exports.................................................................................................................................................... 154 Insurance Claims Lab ............................................................................................................................................................... 155 Application Creation Excelerator ........................................................................................................................................ 156 Insurance Claims Lab ........................................................................................................................................................... 157 APPENDIX ................................................................................................................................................................................ 161 Style Sheets ......................................................................................................................................................................... 162 Naming Conventions ........................................................................................................................................................... 165 Notifications ........................................................................................................................................................................ 168 Copyright Hyland Software, Inc. | 7 Copyright Hyland Software, Inc. | 8 Section 0 Introduction to WorkView| Case Manager WorkView | Case Manager provides case workers with a 360° view of all the information they need to drive the often unpredictable work that requires their knowledge and expertise. A complete toolkit enables the creation and rapid deployment of “document aware” case management solutions that are natively integrated with the OnBase suite of products. Organizations can eliminate disparate data management methods, such as spreadsheets and departmental databases. Whether managing service requests, resolving issues or qualifying opportunities, WorkView | Case Management can control all aspects of the case including tasks, documents, forms, and events. It assists in making better business decisions and maximizes productivity by connecting the right people with the right information at the right time. Upon completing this section, you will be able to: Navigate the various OnBase resources to answer specific questions regarding WorkView| Case Manager Explain what WorkView| Case Manager is and identify how it can be applied to a current business process Describe how WorkView| Case Manager can benefit your organization Copyright Hyland Software, Inc. | 9 Course Introduction - 0.1 Create an action plan to list the concepts or topics you want to implement when you return to the office. Resources - 0.2 Familiarize yourself with the resources available to help you with your WorkView| Case Manager Application. What is WorkView| Case Manager 0.3 Define in your own words what WorkView| Case Manager is and how it can benefit your organization. Introduction to WorkView | Case Manager 0.1 Course Introduction Throughout the week, you will learn how to construct WorkView solutions and you will hear best practices from not only your instructor, but also other students. Use this page to write down all of the solutions or best practices you want to implement upon returning to your organization. Action Plan Item Action 1. Get WorkView Certified https://Training.OnBase.com/en/certifications/ocwv 2. Attend TechQuest Conference https://TechQuest.OnBase.com 3. Follow the WorkView community https://www.OnBase.com/Community 4. Subscribe to Quick Looks https://Training.OnBase.com/en/courses/ eLearning/quick-look 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Copyright Hyland Software, Inc. | 10 Introduction to WorkView | Case Manager – 0.2 Resources You have access to a wealth of information contained on Training.OnBase.com and Hyland.com/Community. This information will aid in your configuration and will be a valuable resource when you take your assessment. Take a moment to familiarize yourself with the resources available below. - http://www.Hyland.com/Community Module Reference Guides (MRGs) These guides are instruction manuals that document usage, installation, and configuration of modules and technologies. They can be found under Product, Technical, and the My System tabs within 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 Hyland Professionals: Unity Forms Diagnostics Service and Diagnostics Console Workflow Folders WorkView | Case Manager Hyland Distribution Service System Administration – http://Training.Hyland.com Instructor – Led Courses Interact, network, and share ideas with experienced Hyland professionals and fellow students in a hands-on learning environment, available in classroom and online settings. eLearning Courses Online, on-demand training for Hyland Software products and modules. Watch each section as many times as you need, and test your knowledge at the end of the course. Premium Premium Subscription provides organizations access to professional development tools and resources to enhance their OnBase solutions, including: A library of 150+ online, on-demand technical Self-Hosted Training training courses OnBase Release Training End User Training Upgrade Adoption Kit Learning Paths Take a sequence of targeted, in-depth courses that relate to your job role. Certifications Get certified and validate your skills, knowledge, and expertise through the Hyland Certification program. Copyright Hyland Software, Inc. | 11 Introduction to WorkView | Case Manager 0.3 What is WorkView | Case Manager? ACTIVITY WorkView| Case Manager Demonstration Before you begin to configure WorkView| Case Manager, you will become acclimated with a finished product and learn the different WorkView| Case Manager components. In this section, your instructor will demonstrate a WorkView| Case Manager application for the Human Resources (HR) department. 1. Access the Unity Client from the Desktop 2. 3. 4. 5. 6. 7. 8. 9. Login: Data source = WVTest User Name = Manager Password = password Click the Human Resources tab Click the Filters icon a. Click All Applicants Double-click on any returned record to open and view Close the record Click the Create icon Note: you can also right click on the filter and select create Create and Save a few records Repeat steps 3-8 Demonstration Results In this demonstration, we accessed the WorkView interface in the Unity Client. Additionally, a filter was used to retrieve existing applicant records and to create new records. Items to note: The Rows in the Filter are called “Objects” The Human Resources solution is called an “Application” o The item labeled Applications is called a “Class” The Objects are NOT documents or stored in the OnBase Disk groups Copyright Hyland Software, Inc. | 12 What is WorkView | Case Manager? WorkView | Case Manager is a framework that allows you to create customized solutions for tracking case records. For instance, you can track business issues and requests, such as phone calls, e-mails and other events associated with case management. What is WorkView| Case Manager? Based on the Human Resources Demonstration, define WorkView| Case Manager in your own words. ADDITIONAL PRACTICE Access the Help Desk application and explore 1. Click on the File menu 2. Select Applications Help Desk Copyright Hyland Software, Inc. | 13 ACTIVITY Identify WorkView| Case Manager Opportunities In your group, talk about two WorkView applications you have seen or share ideas on a WorkView application you would like to implement in your organization. Complete the table below based on your group discussion. Be prepared to discuss your group answers with the class. Resources https://OnBase.com/Community: WorkView | Case Manager Product page 1st WorkView | Case Manager Application Application Name What would you like the WorkView application to do? 2nd WorkView | Case Manager Application Application Name What would you like the WorkView application to do? Copyright Hyland Software, Inc. | 14 Introduction to WorkView| Case Manager Summary Now that you have completed the introduction to WorkView| Case Manager, you should be able to navigate the variety of resources available to you. Additionally, you should be able to identify how you can utilize WorkView| Case Manager within your organization. This foundation will be expanded upon as you continue your journey through the course. Now that you completed this section, you should be able to: Navigate the various OnBase resources to answer specific questions regarding WorkView| Case Manager Explain what WorkView| Case Manager is and identify how can it be applied to a current business process Describe how WorkView| Case Manager can benefit your organization Copyright Hyland Software, Inc. | 15 Independent Section Review Additional practice has been provided below to reinforce the concepts you have learned in this section. MULTIPLE CHOICE Identify the correct answer for each question below. 1. WorkView| Case Manager is… a. A framework that lets you build solutions b. A template that creates applications c. An out of the box application for HR and AP solutions 2. Which resource would you access to learn about the WorkView| Case Manager certification? a. b. c. d. OnBase.com/Community Premium Training.OnBase.com Q & As Copyright Hyland Software, Inc. | 16 FILL IN THE BLANK – UNITY CLIENT COMPONENTS Match the WorkView| Case Manager components in configuration to how the components are displayed in the Unity Client. A. B. C. Word Bank Application Class Filter Filter Bar Filter Results Object D. F. E. FILL IN THE BLANK – WEB CLIENT COMPONENTS The Web Client can also be used to give users access to your WorkView | Case Manager Solution. You can access the Web Client on your lab machine by opening up Internet Explorer and navigating to http://localhost/appnet Match the WorkView| Case Manager components in configuration to how the components are displayed in the Web Client. A. C. B. D. D. E. F. Copyright Hyland Software, Inc. | 17 Word Bank Application Class Filter Filter Bar Filter Results Object Solution: Independent Section Review MULTIPLE CHOICE 1. A WorkView| Case Manager is… a. A framework that lets you build solutions b. A template that creates applications c. An out of the box application for HR and AP solutions 2. C a. b. c. d. Which resource would you access to learn about the WorkView| Case Manager certification? OnBase.com/Community Premium Training.OnBase.com Q & As FILL IN THE BLANK – UNITY CLIENT COMPONENTS A: Application D: Filter Bar B: Class E: Filter C: Filter Results F: Object FILL IN THE BLANK – WEB CLIENT COMPONENTS A: Application D: Class B: Filter Bar E: Filter Copyright Hyland Software, Inc. | 18 C: Filter Results F: Object SECTION 1 WorkView |Case Manager Foundation In this section, you will learn the foundation of WorkView| Case Manager configuration. Before you can begin configuring an application, it is important to understand basic WorkView| Case Manager terminology and that the order of configuration is critical. Additionally, you will learn how to create classes, attributes, and views. Upon completing this section, you will be able to: Recognize the components of WorkView| Case Manager Demonstrate building a WorkView| Case Manager application in the correct order Explain why WorkView| Case Manager applications are built in a certain order Define basic WorkView| Case Manager terminology Configure a functioning WorkView| Case Manager application Business Case – HR Hiring Application - 1.1 Understand business needs through discovery. OnBase Studio - 1.2 Introduction to the tool used to build solutions. Applications and Classes - 1.3 Build applications and classes based on customer requirements. Attributes - 1.4 Create attributes to further define classes. Filters and Filter Bars - 1.5 Build search and reporting functionality for users. Views - 1.6 Design views to customize the User’s interface. Testing the Solution - 1.7 Use the new configuration in a Web or Unity Client as a user. Copyright Hyland Software, Inc. | 19 WorkView | Case Manager Foundation - 1.1 Business Case – Hiring Application Congratulations. You recently accepted a position at Hyland Hospital. Your first order of business is to review the HR hiring process, determine areas for improvement, and utilize WorkView| Case Manager to make those improvements. Hyland Hospital uses OnBase to store HR documents. You are responsible for identifying how you can: Increase hiring efficiency Track employee issues Record solutions to the issues Business Problems The following business problems have been identified Employee information is stored in multiple locations. The employees are unaware of all the locations this information can be stored; therefore, information can be inaccurate based on the location. Interview notes are written on paper and are not always scanned and stored in OnBase. The second interviewer generally wants to see the first interviewer’s notes. If the notes are not stored in OnBase, this cannot be done. If the applicant is hired, the same contact information needs to be entered in several systems. Representatives document employee’s issues; however, the documentation is hand written and the notes are sometimes lost. Tasks are often forgotten or follow-up is overlooked because a specific follow-up time frame is not assigned. Users need to search for documents in several applications, which can be time-consuming. Copyright Hyland Software, Inc. | 20 Solution Plan Hiring Application The Human Resources Hiring application will allow all employee information to be stored in a centralized location. You will create the following to improve the current hiring process: 1. Create a hiring application with classes to track applicants, interview notes, employees, employee issues, and separated employees. The first goal is to enter new applicants into WorkView| Case Manager and another to enter interview notes for each applicant. a. Users will need a method to enter data – Views b. Users will also need a way to retrieve and report – Filters 2. Everyone’s interview notes will be stored with each applicant and anyone with access to this application can view all interview notes. a. A note should NOT exist without a related Applicant Record. – Relationship Attribute Copyright Hyland Software, Inc. | 21 WorkView | Case Manager Foundation - 1.2 OnBase Studio OnBase Studio is the tool of choice when it comes to configuring WorkView | Case Manager Solutions. You can access OnBase Studio either by clicking on the link on the desktop or using the Start Menu > All Programs > Hyland > OnBase Studio link. ACTIVITY OnBase Studio 1. Open OnBase Studio 2. Create a new Repository a. Connection Type: Local b. Data Source: WVTEST c. Authentication Type: Standard d. User Name: Manager e. Password: password f. Remember Password: True (checked) 3. Click Connect Copyright Hyland Software, Inc. | 22 ACTIVITY OnBase Studio Interface Review Review the following interface and answer the questions below. OnBase Studio How does OnBase Studio connect to the overall OnBase System? What is the name of the window where most major items are created? Where are minor settings changes made? Copyright Hyland Software, Inc. | 23 ACTIVITY Build Order – WorkView Ladder The order of building a WorkView| Case Manager application is important because each step depends on the previous step. In order to build a functioning WorkView| Case Manager application, you will need to climb the “WorkView| Case Manager Ladder.” Use the following steps to complete your ladder: • • • • • • Copyright Hyland Software, Inc. | 24 Application Attributes Classes Discovery Filters/Filter Bars Screens/Views WorkView | Case Manager Foundation - 1.3 Applications and Classes Activity Building Applications The Application represents the overall business solution or a container that holds all other WorkView | Case Manager Configurations. New Applications should be built when there is a need to track information for a new business process. 1. 2. 3. 4. 5. Select WorkView from the ribbon and the Repository window Click Application Name the application “Hiring” Click Next Add the Manager User Group a. Optional - Enable the Always On option to add a tab to the Unity Client 6. Click Next 7. Click Finish on the Summary Screen Copyright Hyland Software, Inc. | 25 ACTIVITY Building Classes A Class represents specific nouns (person, place, or thing) to store data within such as interview notes. In this solution, it will represent Applicants, Interview Activities, Employees, and Issues. For this part, we will start with a base Class called Applicant. This class will be used as a template for our other classes and reduce the amount of configuration that needs to be completed. 1. 2. 3. 4. Click Class from the WorkView ribbon Select New Class Select Standard Class Type Applicant in the Display Name Field Note: The class name fills in automatically 5. 6. 7. 8. Click Next Click Add All Assigned to the Application Click Next Click Finish Additional Practice – New Classes Instructions: Repeat steps 1-8 from above to create two additional standard classes: o Interview Note o Employee Issue Copyright Hyland Software, Inc. | 26 WorkView | Case Manager Foundation - 1.4 Attributes ACTIVITY Building Attributes The Attributes of a Class represent the columns that describe or define the Class data. For example, this could be names, quantities, addresses, statuses, etc. Various data types can be set such as Alphanumeric and Integer. Attributes can also be set up with default values, datasets, and auto numbering sequences. 1. Click the Applicant Class 2. Click Add a. Display Name: First Name b. Data Type: Alphanumeric c. Length: 50 3. Click OK 4. Click Add Multiple and build the following: Display Name Attribute Name Data Type Last Name LastName Alphanumeric 50 Address Address Alphanumeric 125 City City Alphanumeric 50 State State Alphanumeric 70 Zip Code Zip Code Alphanumeric 10 Email Email Alphanumeric 100 Phone Phone Alphanumeric 25 Interview Date InterviewDate Date/Time Department Department Alphanumeric 25 Application # ApplicantID Integer Copyright Hyland Software, Inc. | 27 Additional Attribute Practice Create the following attributes for the Interview Note class: Display Name Attribute Name Data Type Note Date NoteDate Date Notes Notes Text Recommendation Recommendation Alphanumeric 25 Interviewer Interviewer Alphanumeric 25 Interview ID InterviewID Integer Create the following for the Employee Issue class: Display Name Attribute Name Data Type Issue ID IssueID Integer Date of Issue DateOfIssue Date Short Description ShortDescription Alphanumeric 125 Issue Description IssueDescription Text Follow-up Date FollowupDate Date Issue Status IssueStatus Alphanumeric 25 Issue Resolution IssueResolution Text Date Closed DateClosed Date Copyright Hyland Software, Inc. | 28 WorkView | Case Manager Foundation - 1.5 Filters and Filter Bars ACTIVITY Building Filters Filters allow users to search or report on existing records in the system. The first type of filter we will build is a basic Look-up. Other types of filters will be discussed later in the course. This “ALL” filter’s primary purpose is for administrative retrievals and can be copied as a template for other filters. The Filter Bar provides a way for users to access filters in the clients and a convenient way for administrators to group similar filters. Each filter can be configured to include search fields, as well as, built in limitations (by date, by attribute values) depending on the desired results. 1. Click the Applicant class (under the Hiring Application) 2. Expand the Applicant class a. Right-click on the folder labeled Filter b. Select New> Filter c. Name the Filter UI_Applicants_ALL Note: The filter configuration will be displayed in the center window of OnBase Studio; Hiding the Properties window (push pin) can assist with making filter configuration easier 3. Double-click the Attributes to add them to the Display Columns a. First Name b. Last Name c. Email d. Phone e. *Class Name 4. Click Save Additional Practice Create a filter called UI_Employee_Issues_ALL (include Date of Issue, IssueID, Short Description, and Issue Status) Create a filter called UI_Interview_Notes_ALL (include Note Date, Notes) Copyright Hyland Software, Inc. | 29 Activity Building Filter Bars Create a Filter Bar 1. 2. 3. 10. 11. 12. 14. Click the Hiring Application Right-Click and Select New > Filter Bar Type Applicants Select the UI_Applicants_All filter Rename the Filter Bar Item Name to All Applicants Click Add All Assigned to Application Click Finish Additional Practice Create additional Filter Bars for Interview Note and Employee Issue classes. Copyright Hyland Software, Inc. | 30 WorkView | Case Manager Foundation - 1.6 Views Activity Views and the View Designer The WorkView View Designer creates the views for your applications and is located inside of OnBase Studio. A view is used to enter and display object data. Below is a view for a sample class. You will notice the attributes tab has been selected and only the attributes related to that class are displayed. Additionally, you have additional formatting options located in the toolbox such as adding a table, additional attributes, images, and/or labels. WorkView Designer Additional functionality can be added or modified in the Properties pane. For instance, an attribute can be configured to be Read Only or Required The Toolbox tab has been selected. Attributes and Filters along with other layout elements are components found within this tab. The Layout tab provides a tree view to navigate and select view components. Copyright Hyland Software, Inc. | 31 ACTIVITY Building Views As Views grow in size and complexity, it is a good idea to incorporate tables in order to gain more control over size, justification, and positioning. The Table tool can be added from the Toolbox. The Header Section and Container controls also create a table in addition to labels and separators. You can use the Layout pane to highlight or identify which table, header section, panel, or container you’re working within. Creating a View 1. Click on the Applicant Class 2. Right-Click and select New > View 3. Select Create New View 4. Name the View “Applicant” 5. Click NEXT 6. Select Add All Assigned to Class 7. Click NEXT 8. Click Finish Interacting with Toolbox and Layout Pane The toolbox and layout pane are located on the left side of your screen right in OnBase Studio. You can pin the toolbox and layout pane while you design the views for your application. Copyright Hyland Software, Inc. | 32 Instructions 1. Click inside the empty View located in the central Start Pane labeled Applicant. 2. Select the General Tab located in the Properties Window a. Horizontal Alignment = Center 3. Add a Line Break 4. Add a Header Section to the view Note: A header section is comprised of a label and table. a. Rows = 4 b. Columns = 3 5. Modify the header section in the Properties Window a. Width = 80% Adding Attributes and Additional Sections 1. Select an empty placeholder and double click or drag and drop the Last Name attribute into the placeholder. 2. Repeat step one for the remaining attributes: First Name, Address, City, State, Zip Code, Phone, Email Note: as more attributes are added, they will be placed left to right and wrap automatically to the next line. 3. Click Save. 4. Add a Line Break Additional Practice Replicate the screenshot below to create an Application Data header section. Copyright Hyland Software, Inc. | 33 WorkView | Case Manager Foundation - 1.7 Testing The Solution ACTIVITY Testing the Solution Now that we have built all the main parts of our first Class, we can test in the Unity Client and Web Client. First, we will reset the Application Server cache. Then, we will create a few new records using the view we built in the View Designer. Next, we will use our filters to retrieve our objects. Note: Remember to Save the repository prior to testing the solution. Resetting the Application Server Cache Option 1 – Non-invasive method for production systems 1. Click on the Home Tab in OnBase Studio, 2. Click the Reset Cache button in the Ribbon 3. Click OK Option 2 – Faster method for Test/Dev systems 1. Navigate to the Desktop of your Machine 2. Double-Click on the Shortcut labeled AppServer Recycle a. This shortcut runs a program called appcmd.exe and specifically recycles the Application Server application pool Copyright Hyland Software, Inc. | 34 Unity Client 1. Navigate to the Desktop of your Machine 2. Open the Unity Client 3. Login to WVTEST as Manager (pw= password) 4. Open the Hiring Application by either selecting the TAB (always on) or using the OnBase menu 5. Click the Applicant link under the Create Section 6. Fill in data values to test 7. Click Save 8. Click New and add a few more records 9. Click Save and Close to stop creating records 10. Click the Filters Button 11. Select your All Applicant filter Web Client 1. 2. 3. 4. Open Internet Explorer Navigate to http://localhost/appnet/WorkView/WVlogin.aspx Change the application to Hiring Create and Retrieve records Copyright Hyland Software, Inc. | 35 ACTIVITY Building Views Using Tables It is possible to place tables inside other tables. This allows the ultimate control in sizing and positions. The Properties pane is critical in setting up specifications within the tables. The Layout pane assists in navigation of the corresponding components. Width and Height – Values can be entered in either percent or pixels (Examples: 150px, 80%) Borders, Styles and Colors – changes the way the overall table looks Columns – Width and Justification for the whole column or specific rows can also be set here (for example, center) Rows – Similar to the Column Options Copyright Hyland Software, Inc. | 36 ACTIVITY Additional Practice – More Views Try to configure the Interview Notes and Employee Issue Views Copyright Hyland Software, Inc. | 37 Activity WorkView Case Manager Component Review Define the WorkView| Case Manager terms in your own words in the chart below and provide an example for each term. Be prepared to discuss your answers in class. WorkView| Case Manager Terms Application Classes Attributes Filters Filter Bars Screen Copyright Hyland Software, Inc. | 38 WorkView | Case Manager Foundation In this section, you learned the foundation of WorkView| Case Manager configuration such as building classes, attributes, and views. Now that you have reviewed the terminology and understand the criticality of the order in which you build the application, you can move on to the next section. Now that you completed this section, you should be able to: Recognize the components of WorkView| Case Manager Demonstrate building a WorkView| Case Manager application in the correct order Explain why WorkView| Case Manager applications are built in a certain order Define basic WorkView| Case Manager terminology Configure a functioning WorkView| Case Manager application Copyright Hyland Software, Inc. | 39 Solutions: Independent Section Review Solution: OnBase Studio Review Questions OnBase Studio How does OnBase Studio connect to the overall OnBase System? Studio uses Repositories. OnBase 14 and higher supports both AppServer and ODBC based connections. OnBase 12-13 only uses the AppServer What is the name of the window where most major items are created? Where are minor settings changes made? Major – Repository Tree Minor - Properties Copyright Hyland Software, Inc. | 40 Solution Ladder VIEWS/SCREENS FILTERS + BARS ATTRIBUTES CLASS APPLICATION DISCOVERY Applications and Classes What does the “Allow Direct Creation” option do? This options enables the ability for users to create WorkView Objects in the client. If it is disabled, the Objects can only be created from Workflow or Embedded Filters (with Allow Create option on view) Copyright Hyland Software, Inc. | 41 WorkView| Case Manager Terms Application Overall container for the WorkView | Case Manager Solution – Consists of Classes, Attributes, Filters and Screens Classes Represents the Data (Person, Place, or Thing) the solution is tracking Each Row in a Class is known as an Object (or Record) Attributes These are the columns on the Class (adjectives/descriptors) that further define the data. Filters This lets users search and report on Objects in the system. It is also leveraged by Workflow Portfolios and WorkView Notifications. Filter Bars Group of Filters – User Security for Filters is applied here Screen User Interface – What users see when they create, view, or modify an Object Copyright Hyland Software, Inc. | 42 Section 2 Data Sets, Macros, and View Updates In this section, you will learn how to improve the User Interface. The current solution requires some manual data entry which presents a risk of improperly entered information. WorkView supports the concepts called Data Sets, Macros, and Sequences. With these tools an interface can be made easier for end users. Upon completing this section, you will be able to: Demonstrate how to enable dropdown lists Explain three examples of Macros Create a Sequence Set up Attribute Masking Enable Indexes Update a View to Leverage these new tools Data Sets -2.1 Gain a basic understanding of Data modeling and the different types of relationships Default Value Macros-2.2 Reduce manual Data Entry Sequences -2.3 Create an Automatic Number System Indexes -2.4 Increase Speed and Improve Performance Masking -2.5 Improve Data Entry Quality Views – Read Only and Required -2.6 Improve Data Entry Integrity on Views Copyright Hyland Software, Inc. | 43 Data Sets, Macros, and View Updates - 2.1 Data Sets Activity Building Data Sets In this activity, you will create a data set that will provide a set of values in a drop-down list for one attribute type. 1. Double-click the State attribute 2. Click the Advanced Tab 3. Click the Plus 4. Select New Dataset 5. Type Hiring_State_DS in the Dataset Name field 6. Click the down arrow button in the lower left corner of the window 7. Select the Import from File option 8. Browse to the file located at C:\WorkView_Class\Datasets\USStatesandTerritories.txt 9. Erase the Delimiter Character 10. Click OK 11. Click the arrow button (with A Z) in the lower right corner to sort the list 12. Click OK to close the Data set Configuration 13. Click OK to close the Attribute Configuration 14. Click Save Additional Data Set Practice Create a Data set for the Applicant Class and Department Attribute. Utilize the Import and Sort technique used in the previous activity. Create a Data set for the Interview Notes Class, Recommendation Attribute, which includes the values: Hire 2nd Interview Don’t Hire Create a Data set for the Employee Issue class’ Status attribute which includes the values (bonus – Set open as the Default value): Open Closed Pending Copyright Hyland Software, Inc. | 44 Data Sets, Macros, and View Updates - 2.2 Default Value Macros Activity Building Macros In order to reduce data entry for users, it is sometimes desirable to set default values for Attributes. For example, set a status of “Open” because every time a new record is created it is considered open. Default values are often used in conjunction with datasets to improve data integrity. There are special character combinations, called macros, that can be used to add dates and user names to fields. Example Macros (from WorkView MRG): %D – Current Date %DT – Current Date and Time %U – Current User Name %R – Real User’s Name (as configured in OnBase Configuration under User > User Names and Passwords > Settings) 1. Open the Interview Note Class 2. Double-Click the Note Date attribute 3. Set the Default Value to % D Optional – click the drop down list next to the default text box and view other options 4. Click OK 5. Click Save Copyright Hyland Software, Inc. | 45 Data Sets, Macros, and View Updates - 2.3 Sequences Sometimes, an automatic numbering system is needed. For example, IDs such as Employee, Student, or Patient are needed to keep records unique and accurate. WorkView | Case Manager supports the concept of Sequences. Sequence attributes increment by 1 each time a new object is created by a user or workflow process. If the Object is not saved, the sequence still will increment to prevent duplicates. This means that sequences should not be used as a counter or total of records. 1. Open the Interview Note class 2. Double-Click the InterviewID attribute 3. Click the drop-down arrow to the right of the Default field a. Select %S[Seq] – Next Sequence Value > b. Select Insert New Sequence from the menu c. Name the Sequence HiringInterviewID d. Set the Key Value as 99 Note: The Key Value is the start point; each time it is called it increments by 1 e. Click OK 4. Click OK to close the attribute configuration window Copyright Hyland Software, Inc. | 46 Additional Default Values (Macro) Practice Interview Notes Class Interviewer: Current Logged-in User Default Values and Sequences What macro is required to set this default value? Employee Issue Class Issue ID: New Sequence starting at 0 Date of Issue: Current Date Follow-up Date: Today + 10 Days Default Values and Sequences What macros were required to set these default values? Copyright Hyland Software, Inc. | 47 Data Sets, Macros, and View Updates - 2.4 Indexes There is an important field on the Advanced tab of the attribute configuration that allows WorkView Implementers and Administrators to speed up retrieval of frequently searched fields. The available options are None, Unique, and Allow Duplicates. Warning, the more indexes created, the greater the maintenance overhead for the database. Good candidates for indexes are typically Unique IDs and Datasets with many variables (use allow duplicates on these). Activity Creating Indexes Practice setting up Indexes Applicants Class 1. Set the State attribute 2. Select the Advanced Tab 3. Set Index to Allow Duplicates 4. Repeat for the ApplicantID attribute so that the Index is set to Unique 5. Repeat for the Department attribute Index will Allow Duplicates Interview Note Class 1. Set the InterviewID attribute Index to Unique Employee Issue Class 1. Set the IssueID attribute Index to Unique Copyright Hyland Software, Inc. | 48 Data Sets, Macros, and View Updates - 2.5 Masking Activity Masking Attributes Implemented in OnBase 16, there is a new option on the Advanced tab of the attribute configuration that allows WorkView Implementers and Administrators to control the values that users can enter when creating new record. 1. Double-click the Phone attribute 2. Click the Advanced Tab 3. Click the Plus next to the Mask drop down 4. Select New 5. Type US Phone Mask in the Name field 6. Use a Mask Pattern of 000S000S0000 7. Set the Field Placeholder (_ = space) = _ _ _-_ _ _ - _ _ _ _ 8. Click Test Mask and test the solution 10. Click OK Practice setting up Masks Applicant Class Set up a 5 digit mask for the Zip/Post Code Attribute Copyright Hyland Software, Inc. | 49 Data Sets, Macros, and View Updates - 2.6 Views – Read Only and Required Activity Updating Views Now that the Data Sets and Macros have been created, the Views need to be updated so users will have an easier interface to enter data. In addition to seeing the drop down lists from data sets it is also a good idea to set up required and read only fields. These settings can be enabled by selecting an attribute on the view and using the Properties window. If data is required for a business process, set the field required. For example, a phone number or email address is imperative to a class that is storing contact information. Use the Read Only setting when an attribute is for information only purposes. For example, a unique account number should not allow changes. Read only can also be used on Data Set attributes. In these cases, it still allows the data to change, but enforces the use of the Data Set dropdown values. This is similar to the Keyword setting “Keyword must exist”. Activity – Updating the Views 1. In OnBase Studio, expand the Hiring application 2. Double-click on the Applicant view 3. Select each of the following attributes and work in the property pane to add specifications for attributes that are now macros or data sets. a. ApplicantID: Required b. Set Last Name and Email: Required 4. Click Save 5. Open the Interview Note view a. Drag and drop in the Recommendation attribute b. Set Interview ID: Read Only c. Set Notes: Required 6. Open the Employee Issue view a. Set IssueID: Read Only b. Set Short Description and Issue Description = Required Copyright Hyland Software, Inc. | 50 Data Sets, Macros, and View Updates In this section, you learned how to extend the functionality of Attributes and Views to build better user interfaces. Data sets allow standardization of responses. Macros enable custom data inputs automatically. Masks limit what can be typed. Indexes improve database retrieval performance. Finally, Views can be configured to have required and read only fields. Upon completing this section, you will be able to: Demonstrate how to enable dropdown lists Explain three examples of Macros Create a Sequence Set up Attribute Masking Enable Indexes Update a View to Leverage these new tools Copyright Hyland Software, Inc. | 51 Solutions: Independent Section Review Solution: Additional Default Values (Macro) Practice Interview Notes Class Interviewer: Current Logged-in User Default Values and Sequences What macro is required to set this default value? %U Employee Issue Class Default Values and Sequences What macros were required to set these default values? %S[HiringIssueNumSeq] %D or %DT %D[+10] Copyright Hyland Software, Inc. | 52 Section 3 Improving WorkView Filters In the previous sections, we designed simple filters for the purpose of retrieving all data and to test our solutions. While these work well for our initial needs, there are other ways to design and use Filters. First, best practices will be introduced. Next, some suggested naming conventions will be demonstrated. After that, the concept of a User Prompt will show how to make filters searchable. Finally, the admin tool of Fixed Constraints will be built to limit searches and reduce database overhead. Upon completing this section, you will be able to: Differentiate between the three main types of filters Discuss ways to name filters in order to ease administration and troubleshooting Configure a User Prompt Configure a Fixed Constraint Copyright Hyland Software, Inc. | 53 Best Practices -3.1 Gain a basic understanding of Data modeling and the different types of relationships User Prompt -3.2 Add Search Fields Fixed Constraint -3.3 Limit Search Results Improving WorkView Filters - 3.1 Best Practices Earlier in the course a filter called UI_Applicant_ALL was created. This filter, at this point, is an open query to the database. With the few test records we have created, it works; however, as the solution grows this may become a long running query. As a safety, the clients will limit data displayed. To avoid this potential performance hit, it is recommended that user facing filters leverage Fixed Constraints and/or User Prompts. Another best practice is to name your filters specific to their purpose. For more information on naming conventions, see the APPENDIX article at the end of this workbook. There are three main types of filters that are built for end users: User Interface Filter - Used in Filter Bars to retrieve a list of WorkView Records Example: UI_Active_Vendors Look Up Filters - Used on Views and Other Filters to display a search or hit list of related records Example: LU_Employee_Search Embedded Filter - Used on Views as part of a one to many or many to many relationships Example: EMB_This_Vendors_Issues Copyright Hyland Software, Inc. | 54 Improving WorkView Filters - 3.2 User Prompts User entry constraints provide search fields to help users retrieve WorkView| Case Manager Objects within a filter. For example, if you want the users to search for applicants based on a department attribute, you would create a filter (i.e., Applicants by Dept.) and select the department attribute within the user prompt tab. This filter will ensure a user types a value within the department field on the right to retrieve applicant information. If the attributes are configured to use Data Sets, then they will appear as a dropdown list in the search window. To set up User Entry Constraints, use the User Prompts tab of the filter configuration window. Multiple attributes can be added. Activity User Prompts 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Right-Click on the UI_Applicants_ALL filter Select Duplicate Filter Name the new filter UI_Applicant_Search Click the User Prompt tab Add the following attributes: State (dropdown = dataset) Last Name Department (dropdown = dataset) Select the Hiring application from the Repository Tree Use the Property pane to select Filter Bar Items Select Add Choose the Applicants Filter Bar Name the filter bar item Applicant Search Verify and click Next Select Add All Assigned to Class Click Next Click Finish Save and Reset the Cache Test in the Unity or Web Client Additional Practice: Repeat these steps with the Interview Note class. Copyright Hyland Software, Inc. | 55 Improving WorkView Filters - 3.3 Fixed Constraints Fixed constraints allow you, the WorkView| Case Manager administrator, to limit the filter results a user receives automatically. In the next activity, you will limit the results from a filter based on the user that is trying to retrieve the information. By adding ~User to fixed constraints within the My Interview Notes filter, the user will only be able to see the interview notes that he/she created. Fixed Constraints, like Default Attribute Macros, also support custom character combinations. Unlike attribute macros the format of fixed constraints uses ~ (tilde) instead of % (percent). These combinations are called “Advanced Fixed Constraints” (see MRG). As of OnBase 14, you can use both ~ and % Macros interchangeably. Common Examples: ~Today ~User To configure a Fixed Constraint, use the Fixed Constraints tab of the filter configuration Window. Activity Fixed Constraints 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. Right-Click on the UI_Applicant_ALL filter Select Duplicate Filter Name the new filter UI_Applicants_from_OH Click the Fixed Constraint Tab Add State = Ohio Use the Property pane to select Filter Bar Items Select Add Choose the Applicants Filter Bar Name the filter bar item Ohio Applicants Verify and click Next Select Add All Assigned to Class Click Next Click Finish Save the Repository Reset the Cache Test in a Unity or Web Client Copyright Hyland Software, Inc. | 56 Activity Fixed Constraints with Arguments It is possible to use AND + OR logic with the same or multiple attributes. For example, you could create a project management filter for projects in the North or East regions and with a Status of Open. As you add more constraints, it is recommended that you use the parenthesis ( and ) to group items. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. Select the Interview Notes Class Right-click on the UI_Interview_Notes_All filter Select Duplicate Filter Name the new filter UI_My_Interviews Click the Fixed Constraint tab Add Interviewer = ~User Use the Property pane to select Filter Bar Items Select Add Choose the Interview Notes Filter Bar Name the filter bar item My Interviews Verify and click Next Select Add All Assigned to Class Click Next Click Finish Save the Repository Select the Applicant Class Right-click on the UI_Applicant_ALL filter Select Duplicate Filter Name the new filter UI_Interviews_Next_2_weeks Click the Fixed Constraints Tab Add Interview Date >= ~Today and Add Interview Date <= ~Today+14 Use the Property pane to select Filter Bar Items Select Add Choose the Applicants Filter Bar Name the filter bar item Interviews (Next 2 weeks) Verify and click Next Select Add All Assigned to Class Click Next Click Finish Save the Repository Copyright Hyland Software, Inc. | 57 Improving WorkView Filters In this section, you learned how to improve WorkView filters by adding User Prompts and Fixed Constraints. Additionally, you learned the importance of good naming conventions for filters. Upon completing this section, you will be able to: Differentiate between the three main types of filters Discuss ways to name filters in order to ease administration and troubleshooting Configure a User Prompt Configure a Fixed Constraint Copyright Hyland Software, Inc. | 58 Section 4 Relationships In this section, you will build upon your previous knowledge of classes and you will learn about how to link data between classes. This will include the basic One to One or One to Many relationships. Also, the concept of Parent to Child relationships will be introduced. Relationships - 4.1 Gain a basic understanding of Data modeling and the different types of relationships The purpose of all these components is to maintain data integrity by preventing duplication. At the same time end users gain a very powerful interface that allows them to create and assign records in a centralized location. Relationships LAB - 4.2 Connect Interview Notes to Applicants Upon completing this section, you will be able to: Demonstrate how to add lookup fields and filters to a view Define what is required in order to establish links between classes Copyright Hyland Software, Inc. | 59 Relationships - 4.1 Relationships WorkView | Case Manager provides a very powerful data type (for attributes) called Relationships. A relationship attribute can access any attributes in other classes that are defined through this attribute. Any system that tracks data will have three types of relationships including 1 to 1, 1 to Many, and Many to Many. Often there is a hierarchy, or parent to child relationship. It is also important to determine if the relationship is required or optional. Examples of common data relationships: 1 to 1 Car to Assigned Parking Spot (reverse is same) Assets (phone, laptop, etc.) that are assigned to an Employee 1 to Many A Department will have many Employees A Customer may have many Support Issues A Project will have many Tasks Many to Many A Student will take many Courses; Each Course will have many Students A Doctor will work at multiple Hospitals/Clinics; One Clinic/Hospital will have Multiple Doctors Relationships - Review Think about your organization. What relationships (at least one) exist in your business processes? Copyright Hyland Software, Inc. | 60 Relationships - 4.2 Relationship Attributes Recall that one of the business requirements included the ability to record interview notes (or interactions). In this activity, you will update the class called interview notes to satisfy that requirement. The attributes we created earlier, Applicant ID and Name, would be useful in this new class; however, rather than recreating these attributes, you will use a Relationship attribute to create a link. Additionally, you will update the view to allow the creation of Notes from each specific applicant and automatically link each note back to the specific applicant. This will also allow us to build a 1 to Many interface. One Applicant will have Many Interview Notes One Interview Note will always be linked to One Applicant Activity Fill in the Blank – Relationship Attributes Activity Relationship Attributes Ultimately, the power of WorkView | Case Manager comes from the ability to link data together. Relationship attributes enable multiple options to solve business needs. As your instructor discusses each of the following benefits, fill in the blank: Prevent Configuration o Example: Applicant Status is already on the Applicant Class, it is also needed on the Notes Class Enable One to relationships. o Example 1: I need to be able to click on an HR Representative field on the Applicant View, see a list of available HR Recruiters, and be able to assign a recruiter to that Applicant o Example 2: Assign a Project Manager to a Project Record o Example 3: Assign a Customer to a Support Issue Enable One to relationships o Example 1: One Applicant can have Many Interviews o Example 2: One Project can have Many Milestones Enforce to Relationships o Example 1: A Project must exist before Project Tasks can be created for that project o Example 2: A Course must exist before Students can be assigned to the Course Copyright Hyland Software, Inc. | 61 Activity Creating a Relationship Interview Notes Class – Adding the Relationship to Applicants 1. Open the Interview Note class 2. In the Properties pane click add 3. Name the relationship attribute LinktoApplicant 4. Set the data type as Relationship 5. Update the UI_Interview Notes_All filter a. Use the Drop Down arrow next to the LinkToApplicant to add the following attributes: Last Name, First Name b. Rename the Heading title of each attribute by double clicking and removing the “LinkToApplicant” prefix 6. Duplicate the UI_ Interview_Notes_ALL filter a. Name the new filter UI_Interview_Notes_by_Applicant_Name b. Add a User Prompt for the Applicant’s First and Last Name attributes c. Modify the Prompt by double clicking on each Attribute in the User Prompt Configuration Window i. LinkToApplicant > LastName ii. LinkToApplicant > FirstName 7. Update the Interview Notes Filter Bar a. Choose the Interview Filter Bar b. Name the filter bar item Interview Notes by Applicant Name c. Verify and click Next d. Select Add All Assigned to Class e. Click Next f. Click Finish 8. Update the View – Interview Note a. When adding the First Name attribute select the UI_ Applicant_ALL Filter b. Set the following attributes as Read Only: First Name, Last Name 9. Save and Reset the Server Cache to test Copyright Hyland Software, Inc. | 62 Activity Creating a Relationship - Review Consider the previous activity and answer the following questions Relationships How can you build an interface to allow users to click on a field, see a display of existing records, and select/assign the record to the current view? When adding the Applicant ID to the Interview Notes View, why did the WorkView Designer ask for a filter? Copyright Hyland Software, Inc. | 63 Activity Creating a One to Many Relationship Applicant View Update - Filter for One to Many relationships With the new relationship attribute on the Interview Note Class, you have half of the (configuration) link created for the one to many relationships for this solution. If you left this as is, it would only allow you to create a note and then you would manually have to search/assign an applicant. It will be easier for end users to look at an Applicant record and create the note from that location. WorkView | Case Manager features the ability to use Filters for this purpose. There is a specific property that can be set on a Filter applied to a View called Constrain to Parent that will allow us to automatically fill in applicant data and link the note to the applicant. This option enforces a Parent to Child relationship. 1. Expand the Applicants Class 2. Double-click on the Applicant View 3. Drag and drop a Header Section from the Layout Elements options located in the Toolbox 4. Label the Container Interview Information 5. Click on the Filters Tab at the bottom of the Toolbox pane 6. Add the All Interview Notes filter inside of the container 7. On the Advanced Tab, select the following: a. Verify that the “Constrain to Parent” has been selected b. Check the “Allow Create” button in the Toolbar section 8. Save Copyright Hyland Software, Inc. | 64 Direct Creation In some cases, a record should never exist without a Parent record. In this example, it is not a good idea that users would create a note, search for an employee, then assign the employee. It would be easier to have the HR Representative open the applicant record and be able to create notes with all the additional work. 1. Click the Interview Notes Class 2. Click the general tab from the properties window 3. Uncheck Allow Direct Creation Applications and Classes What does the “Allow Direct Creation” option do? Copyright Hyland Software, Inc. | 65 Activity Creating a Many Relationship - Review Consider the previous activity and answer the following questions: Many Relationships What is the business purpose of the Filter in the previous configuration? What Important configuration makes this possible? Copyright Hyland Software, Inc. | 66 Activity Testing the Relationship Attribute Test Plan - Validate the Interview Notes Addition Ideally, as users we should be able to: Task Log Into the Unity Client Access the Hiring Application Search for an Applicant Open or Create an Applicant Record Click on the All Interview Notes Filter (New Object Button) Create a New Note Note auto assigns Applicant, Interviewer Save and Close Note Appears in the Filter on Applicant View Copyright Hyland Software, Inc. | 67 Configured Relationships Summary In this section, you learned about how to link data between classes by creating the basic One to One, One to Many, and Parent to Child relationships. By configuring your solution in this way, you will maintain data integrity by preventing duplication. At the same time your end users gain a very powerful interface that allows them to create and assign records in a centralized location. Now that you have completed this section, you will be able to: Demonstrate how to add lookup fields and filters to a view Define what is required in order to establish links between classes Copyright Hyland Software, Inc. | 68 Solution Relationship Attributes Prevent DUPLICATE Configuration o Example: Applicant Status is already on the Applicant Class, it is also needed on the Notes Class Enable One to ONE relationships. o Example 1: I need to be able to click on an HR Representative field on the Applicant View, see a list of available HR Recruiters, and be able to assign a recruiter to that Applicant o Example 2: Assign a Project Manager to a Project Record o Example 3: Assign a Customer to a Support Issue Enable One to MANY relationships o Example 1: One Applicant can have Many Interviews o Example 2: One Project can have Many Milestones Enforce PARENT to CHILD Relationships o Example 1: A Project must exist before Project Tasks can be created for that project Example 2: A Course must exist before Students can be assigned to the Course Copyright Hyland Software, Inc. | 69 Relationships Review Solution Relationships How can you build an interface to allow users to click on a field, see a display of existing records, and select/assign the record to the current view? Create a Relationship Attribute pointed at the Class you need records from Add the Attribute to the Primary View – Select which filter should display When adding the Applicant ID to the Interview Notes View, why did the WorkView Designer ask for a filter? By default, when adding relationship attributes, WorkView Designer sets up a Look-up field. Look-up fields need some way to show the user a list of data. By changing the Look-Up button to false, we force this interface to be the Child side of a Parent Child Relationship. This means we are going to create this Object from a filter on a Parent-level Object and this field should populate automatically. Applications and Classes What does the “Allow Direct Creation” option do? Allow Direct Creation allows users to create new objects in a class from the Create menu in the Unity/Web Clients as well as create an object from a Filter that is part of a Filter Bar. Many Relationships What is the business purpose of the Filter in the previous configuration? The filter is one half of the One to Many Relationship. It must be placed on the Parent View and set to “Constrain to Parent” What Important configuration makes this possible? 1. Constrain to Parent + Allow Create (or Allow Lookup) – In the Properties Window for the Filter 2. Relationship attribute on the Child Class pointed at the Parent Class Copyright Hyland Software, Inc. | 70 Section 5 Vendor Issues Lab You will create a new solution, Vendors Issues. The Vendor Issues lab is a comprehensive review of the concepts and configuration you learned in the previous sections. When reviewing the business requirements, take the time to determine the classes that will be needed and how they will relate to each other. Upon completing this section, you will be able to: Demonstrate how to identify classes from a business case Demonstrate how to design relationships from business requirements Design Views that enforce relationships Copyright Hyland Software, Inc. | 71 New Business Process - 5.1 Build a new solution that meets business needs while practicing what has already been covered Vendor Issues Lab - 5.2 Vendor Issue Tracking Lab In this lab, you will design a WorkView| Case Manager application to track information about Vendor Support Issues. Vendor Issue Business Story During day to day business, it is possible that your company’s vendors will have issues requiring support. The most common issues are with AP Invoices and amount disputes. Vendors commonly call your support team (AP Representatives) or communicate these issues by email. At this time, all issues are tracked by first locating the paper invoice in a file cabinet which is alphabetized by vendor. A paper form (Issue Report form R-65) is printed out, filled in, attached to the invoice, and then filed with the Vendor folder. Any time the Vendor calls in or emails, a memo is added to the growing collection of documents. A recent tax audit has highlighted that many of the folders are missing or the documents are misfiled. Some folders have Issue forms with no invoice attached making resolution near impossible. On top of that, there are almost no event memos at all, though phone call and email logs indicate the opposite. Vendor Issue Details Vendor Records will be tracked in WorkView| Case Manager. It should include the following information: Vendor Name Vendor Number Vendor Phone Contact Person Count of Open Issues Count of Closed Issues Vendor Email Note: The Count of Open Issues and Count of Closed Issues should both be integer data types. This will ensure they can both be used as the target attributes for the triggers we will be creating later in this workbook. When an ABC Vendor has a problem with an invoice and contacts the AP department, the issues should include the following information: Vendor Name Issue Number Invoice Number Issue Description Issue Status Issue Resolution Note: A status of OPEN and an Issue Number should be automatically assigned and added to the issue. The AP Department researches the issue to understand the problem, determines a resolution, and will track all of the events that take place regarding the issue. Events should include the following information: Issue Number Event Description The AP Department should be able to Search, Report, and View: All Vendors All Issues Open Issues Vendors by Vendor Name Issues by Vendor Name Closed Issues Copyright Hyland Software, Inc. | 72 All Events Events by Invoice Number Activity Designing the Vendor Solution Before starting to build your solution consider the following: Classes What classes will be needed? Hint: Underline the Nouns (person, place, or thing) 1. 2. 3. Record Creation Order When users enter data what records must be created first? What record can be created after the first exists? Are any of these optional or stand-alone? Hint: Think about Parent to Child Relationships First Record Second Record Third Record Relationships What dependencies are needed to create relationships between classes? (Draw boxes to represent classes, then draw lines showing how they connect) Copyright Hyland Software, Inc. | 73 Activity Building the Vendor Application Vendor Issue Tracking Application 1. Open OnBase Studio 2. Select WorkView from the ribbon 3. Select WorkView from the Repository window 4. Click Application 5. Name the application Vendor Issue Tracking 6. Click NEXT 7. Add the Manager User Group Optional - Enable the Always On option to add a tab to the Unity Client 8. Click Next 9. Click Finish Copyright Hyland Software, Inc. | 74 Activity Building the Vendor Classes and Attributes Vendors, Issues, and Events Classes 1. Click Class from the WorkView ribbon 2. Select New Class 3. Select Standard Class 4. Type Vendors in the Display Name Field Note: The class name fills in automatically 5. Click Next 6. Click Add All Assigned to the Application 7. Click Next 8. Click Finish 9. Repeat Steps 1 through 8 for the remaining classes: a. Issues: Disable allow direct creation b. Events: Disable allow direct creation Copyright Hyland Software, Inc. | 75 Create Attributes 1. Click the Vendors Class 2. Click Add Multiple and build the following: Display Name Attribute Name Data Type Notes Vendor Name VendorName Alphanumeric 50 Required Vendor # VendorNumber Integer Contact Person ContactPerson Vendor Phone VendorPhone Email Email Alphanumeric 100 Alphanumeric 25 Alphanumeric 100 Count of Open Issues CountofOpenIssues Integer Count of Closed Issues CountofClosedIssues Integer Required Will be used by Trigger later in the workbook Will be used by Trigger later in the workbook 3. Click Save 4. Click the Issue Class and build the following Display Name Attribute Name Data Type Notes LinkToVendor LinkToVendor Relationship Used for 1 to Many link Invoice Number InvoiceNumber Integer Issue # IssueID Integer Default – Auto Sequence Issue Description IssueDescription Text Required Issue Resolution IssueResolution Text Issue Status IssueStatus AlphaNumeric10 Default = Open Dataset = Open, Pending, Closed 5. Click Save 6. Finish with the Event Class and Save Display Name Attribute Name Data Type Notes LinkToIssue LinkToIssue Relationship Used for 1 to Many relationship Event Note EventNote Text Required Copyright Hyland Software, Inc. | 76 The Filters and Views represent the main user interface where users will search, create, and view existing records. Activity Building the Vendor Filters and Filter Bars Create Filters 1. 2. 3. 4. Click the Vendor Class Click the Filter button Name the Filter UI_Vendors_All Double-click on the Attributes to add them to the Display Columns a. Count of Open Issues b. Vendor Name c. Vendor Number d. Contact Person e. Vendor Phone f. Vendor Email 5. Click Save 6. Create the remaining All filters for: a. Issues b. Events 7. Click Save Copyright Hyland Software, Inc. | 77 Activity User Prompt Filters These filters will feature a search interface where users must type something before clicking search. 1. 2. 3. 4. 5. 6. 7. 8. 9. Click the Vendors Class Right-click and duplicate UI_Vendors_All Filter Name the filter UI_Vendors_Search Double-click on the Attributes to add them to the Display Columns Click the User Prompts Tab Select Vendor Name Click Add Click Save Create the remaining User Search filters a. Search Issues by Vendor Name b. Search Events by Invoice Number 10. Click Save Copyright Hyland Software, Inc. | 78 Activity Fixed Constraint Filters Recall that these filters force search results. 1. 2. 3. 4. 5. 6. 7. 8. 9. Click the Issues Class Right-click and duplicate the UI_Issues_All Name the filter UI_Issues_Open Double-click on the Attributes to add them to the Display Columns Click the Fixed Constraint Tab Select Issue Status Select Open from the data set Click Save Create the remaining Fixed Constraint filter a. UI_Issues_Closed 10. Click Save Copyright Hyland Software, Inc. | 79 Activity Embedded Filters Recall that these filters force search results. 1. Click the Issues Class 2. Right-click and duplicate the UI_Issues_All Filter 3. Name the filter EMB_Issues_All Repeat these steps for the All Events filter 4. Click Save Copyright Hyland Software, Inc. | 80 Activity Create Filter Bars 1. 2. 3. 4. 5. 6. 7. 8. 9. Click the Vendor Issue Tracking Application Select New Filter Bar from the WorkView ribbon Name the filter Bar Vendors Select the filters related to the Vendor class Click Next Make any Item Name modifications and click Next Click Add All Assigned to Class Click Next, click Finish Create additional Filter Bars for Issues and Events Copyright Hyland Software, Inc. | 81 Activity Building the Vendor View Vendor View 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Click Vendor Class Click View Name the View Vendor Click Next Select Add All Assigned to Class Click Next Click Finish Add a Line Break In the Toolbox pane double-click Header Section a. Title = Vendor b. Rows = 3; Cols = 1 c. Set the Width = 80% in the Properties pane Select the <EMPTY> placeholder text on the screen Double-click Table in from the Layout Elements section of the Toolbox Pane Set 3 rows and 3 columns Add the 7 attributes to the View The Count of Open Issues and Count of Closed Issues attributes will be empty until the Trigger section of the workbook is completed 14. 15. 16. 17. 18. In the next <EMPTY> placeholder, add a Separator In the final <EMPTY> placeholder Add the EMB_Issues_All In the Properties Pane, Select the Advanced tab Under the Toolbar options, enable the Allow Create and Allow Refresh options Save the repository Copyright Hyland Software, Inc. | 82 Activity Issue View and Events View Now that the Vendor view is in place, try to create the following Views: Issue Issue View What additional configuration is required for the Issue view? Copyright Hyland Software, Inc. | 83 Event Copyright Hyland Software, Inc. | 84 Activity Testing the Vendor Issue Tracking Solution Now that we have built all the main parts of our first Class, we can test in the Unity Client and Web Client. First, we will create a few new records. Next, we will use our filters to retrieve our objects. Unity Client 1. Navigate to the Desktop of your Machine 2. Double-click the AppServer Recycle Shortcut Note: This shortcut is recycling the App Server Application pool, forcing the latest configuration to be loaded on the App Server from the Database 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Open the Unity Client Login to WVTEST as Manager (pw= password) Open the Vendor Issue Tracking Application by either selecting the TAB (always on) or using the OnBase menu Click the Vendors link under the Create Section Fill in some test data values Click Save and New and add a few more records Click Save and Close to stop creating records Create an issue with Issue Status of Open from the embedded filter on the Vendor view Create another issue and change the Issue Status to Closed Click Filters Select your All Vendors filter i. You should now be able to see Vendor objects Web Client 1. 2. 3. 4. Open Internet Explorer Navigate to Http://localhost/appnet/WorkView/WVlogin.aspx Change the application to Vendor Issue Tracking Create and Retrieve records Copyright Hyland Software, Inc. | 85 Test Plan - Validate the Vendor Issue Tracking Lab Ideally, you should be able to complete the following: Task Completed Open or Create an Vendor Record Only Create Issues from a Vendor Record (New Object button) Only Create Events from an Issue Record Search for Events Observe the Count of Open and Closed Issues Dynamically changing when saving Issues Log Into the Unity Client Access the Vendor Issue Tracking Application Retrieve lists of Vendors Search for Issues Copyright Hyland Software, Inc. | 86 Vendor Issue Tracking Summary In this section, you built a new solution to track Accounts Payable Vendor Issues. This solution could easily be extended to a Help Desk, Complaint Department or Technical Support solution Now that you have completed this section, you will be able to: Demonstrate how to identify classes from a business case Demonstrate how to design relationships from business requirements Design Views that enforce relationships Copyright Hyland Software, Inc. | 87 Solution Vendor Issue Section Review Records When users enter data what records must be created first? What record can be created after the first exists? Are any of these optional or stand-alone? Hint: Think about Parent to Child Relationships First Record Vendor Second Record Issue (Vendor Required) Third Record Event (Issue Required) Classes What classes will be needed? Hint: Underline the Nouns (person, place, or thing) 1. Vendor 2. Vendor Issue 3. Event Relationships What dependencies are needed to create relationships between classes? (Draw boxes to represent classes, then draw lines showing how they connect) There is a One to Many relationship from Vendors to Issues There is a One to Many relationship from Issue to Events Optional – It is possible to reuse the Employee Class from the Human Resources Application Copyright Hyland Software, Inc. | 88 Issue and Events View What additional configuration is required for the Issue view? An all Events Filter is needed in order to create the first half of the One to Many relationship. One Issue has Many linked Events. The Filter will need to be set as Constrain to Parent and Allow Create. Issue and Events View Why is the “Issue Number” Attribute set as Read Only and the Lookup Button set to FALSE? This relationship Attribute is for information purposes only. It is the child end of a One to Many Relationship. When an Event is created from the All Events Filter on the Issue View this field will be automatically populated and linked to the issue. The lookup is set to false because users should never have to change this. Copyright Hyland Software, Inc. | 89 Section 6 Keytype Mappings, Folders, and Document Types WorkView| Case Manager is a powerful application by itself, but when coupled with a connection to OnBase Document Types you will see how powerful this application can become for your organization. In this section, you will learn how to create E-Forms and populate documents within Folders from WorkView| Case Manager and much more. Upon completing this section, you will be able to: Demonstrate how to map Keyword Types in OnBase to attributes in WorkView| Case Manager Configure a Folder to automatically query and obtain related OnBase Documents Create a WorkView| Case Manager record and copy the Keyword values to attributes from an OnBase document Demonstrate how to Automatically Index a document Uploaded with WorkView | Case Manager Copyright Hyland Software, Inc. | 90 Mapping Introduction - 6.1 Build a connection between OnBase Keyword Types and WorkView| Case Manager attributes Document Type Associations - 6.2 Create and Object from a Document Folder Association - 6.3 Attach and Display Documents from an Object Upload Association - 6.4 Upload a Document to an Object, automatically indexing keywords based on attribute values Keytype Mappings, Folders, and Document Types - 6.1 Mapping Introduction WorkView features many integration points for OnBase Documents. These pieces take the WorkView | Case Manager Solution beyond just data, allowing users to connect directly with documents and forms in the same interface. Keytype Maps Keytype maps can link an attribute to a Keyword Type in the OnBase system. For instance, when a WorkView| Case Manager object is created from an open document within the OnBase Client, the Keyword Type that is mapped to an attribute will automatically populate the associated attribute in the Keyword Value field. Key Type maps must be created before any of the Associations can be used. Depending on the Type of Association, the number of attributes mapped will be different. Consider the following: Create (Doc Type, Form, Upload) Map as many attributes and keywords as possible. This will both speed up data entry and provide more accurate attributes as users will not need to manually retype or transpose data. Default values on Attributes and static values set on the Key Type Map can add even more possibilities such as automatically numbered sequences and custom dates (EX: Today + 14 Days) Create Document/Image WorkView Object/Case Copyright Hyland Software, Inc. | 91 Search (Filter, Folder) Map conservatively. When documents or objects are retrieved through these associations and logic is used. This means that all mapped keywords and attributes must be the same. If one attribute or keyword changes then the retrieval will not work. For example, unique ID attributes to ID keywords work great here, such as StudentID (Attribute) to Student Number (keyword). WorkView Search OnBase/WorkView/Case Folders and Documents Warnings! Data Types and Lengths should match. Mapping an Alphanumeric (50) keyword to an Attribute configured as Alphanumeric (50) is a good example. Unpredictable behavior will occur if the data types do not match such as trying to go from an Attribute configured as Alphanumeric (10) to a keyword configured as Integer (9). In the event that data types do not match or lengths are different, Workflow Properties along with the Workflow Action “Set Property to Expression” can be used to convert and parse values on version 12 or newer systems. Older systems will require scripting. Blank Values Also be careful about blank keyword or attribute fields. The Map will work during record or document creation; however, if the source value is blank then the resultant value will be blank too. This can sometimes lead to wasted time troubleshooting the map which is actually configured properly. Copyright Hyland Software, Inc. | 92 Keytype Mappings, Folders, and Document Types - 6.2 Document Type Associations You can create WorkView objects from open documents in the client as long as it has been configured in WorkView configuration. Using Workflow, a system task can be configured to create Objects from Document Retrieval, Folders, and Custom Query results. Users can also simply right-click on a document to create an object. In this activity, you will learn how to create an object from HR – Employment Application Document in the Client. Activity Object Creation from a Document 1. 2. 3. 4. 5. Navigate to Hiring | Classes | Applicant | Mappings Click the Add button from the Document Types tab in the Properties pane Type Create Applicant (Hiring) in Name Field Select HR – Employment Application from the Document Type drop-down Click the Keyword Type Map dropdown > New a. The basic building block of an Association (Document, Filter, Form, etc.) is a Keyword Type Map. Some associations have a shortcut to build the map while you are in the process of building the Association. The general location to configure new or modify/delete existing maps is located in OnBase Studio. 6. Type CREATE Map HR keywords to Applicant class in the name field 7. Map the following: ATTRIBUTE First Name Last Name Phone Email Department ApplicantID KEYWORD Employee First Name Employee Last Name Phone Number E-Mail Address Department Application Number 8. Click OK 9. Click OK 10. Save the repository Copyright Hyland Software, Inc. | 93 Testing in the Client 1. 2. 3. 4. 5. 6. 7. Reset the Cache Open the Unity Client Use Retrieval Retrieve all HR – Employment Applications Right-click on the Document for Kenda Paeth Select WorkView > Create Object Select the Option for Create Applicant (Hiring) It is more common for this work to be performed by OnBase Workflow. In the past, a user would have had to initiate the creation of a WorkView object using a Workflow System task. Workflow Events make this an automated process, ensuring objects are consistently created when certain conditions are met. Activity Workflow System Task 1. Select the Workflow Tab at the top of the Repository Window 2. Right-click and select New > System Task (CTRL + Y) 3. Name = Create Applicant Record 4. Type = Documents 5. Check the Create a Unity System Task checkbox 6. Click Next 7. Choose the HR – Employment Application Document Type 8. Assign Manager to the System Task 9. Click Next 10. Click Finish 11. Right-Click on the System Task and select New > Action a. Name = WV: Create Applicant Object b. Type = Create WorkView Object from this Document c. DTA = Create Applicant (Hiring) d. Click Add 12. Save the repository 13. Reset the Cache 14. Open the Unity Client 15. Retrieve the HR Employment Applications 16. Use the WV: Create Applicant button on the Tasks Ribbon (top of the screen) Copyright Hyland Software, Inc. | 94 Activity Vendor Issue Tracking Document Type Association Practice The previous WorkView| Case Manager solution was designed to track and resolve ABC’s Vendor Issues. The issues should now be entered into the system for the AP Representatives to track and resolve. The AP Representative should also be able to perform the following: Create issue records from an existing AP – Invoice document in the OnBase Client. When an AP Representative creates the issue, the Representative’s name should automatically be assigned to the issue. Maps and Associations - Review Did the Vendor Name come over when you created an issue? Why not? How could we stop the creation of the issue if the vendor name was not populated? Copyright Hyland Software, Inc. | 95 Keytype Mappings, Folders, and Document Types - 6.3 Folder Associations Folders contain documents that are related to the associated WorkView| Case Manager object. These documents will automatically populate in the Folder’s documents tab. The documents tab contains two folder types: A WorkView Folder Shows a single level of documents related to the current object; Configured in OnBase Studio Activity WorkView | Case manager Folders A Document Folder maps document-based Folders to the Current Object; Configured in OnBase Configuration 1. Navigate to Hiring | Applicant | Folders 2. Right-click and select New > Folder 3. Name the Folder Hiring Documents 4. Select Document Type Query 5. Click Add 6. Select the HR – Employment Application Document Type 7. Click New 8. Type SEARCH Map Application Number KW to Applicant ID attribute in the Name field 9. Map the Applicant ID attribute to the Application Number keyword type 10. Click Add 11. Click OK 12. Click OK again 13. Click Next 14. Click Finish 15. Click Save Copyright Hyland Software, Inc. | 96 Activity Folder Association Practice The previous WorkView| Case Manager solution was designed to track and resolve ABC’s Vendor Issues. The issues should now be entered into the system for the AP Representatives to track and resolve. The AP Representative should also be able to view all OnBase documents that are related to the Issue within a Folder on the Issue Screen. Maps and Associations - Review What is the difference between an OnBase Document Folder and a WorkView Folder? What is the difference between a WorkView Folder based on Keyword Search and a Document search? Copyright Hyland Software, Inc. | 97 Keytype Mappings, Folders, and Document Types - 6.4 Upload Associations As of OnBase 14, it is now possible to automatically index documents based on attribute values when uploading from a WorkView | Case Manager record. Activity Automatically Index Documents 1. Navigate to Hiring | Applicant | Mappings 2. Select the Document Import tab in the Properties window 3. Click the Add button 4. Select the HR – Resume document type 5. Reuse the CREATE Map HR keywords to Applicant class created in section 6.2 Copyright Hyland Software, Inc. | 98 ACTIVITY Keytype Map Review Answer the following questions then talk about them in your group What do you think are the top 3 things you need to remember when setting up Keytype maps and/or adding Keytype maps to a WorkView| Case Manager record? 1. 2. 3. Copyright Hyland Software, Inc. | 99 Keytype Mappings, Documents, Folders, and Uploads Summary In this section, you have used Keytype Mapping to map documents, Folders and E-Form from OnBase to your WorkView| Case Manager application. As with the preceding section, you will review this knowledge in additional labs. UPON COMPLETING THIS SECTION, YOU WILL BE ABLE TO: Demonstrate how to map Keyword Types in OnBase to attributes in WorkView| Case Manager Configure a Folder to automatically query and obtain related Document Types Create a WorkView| Case Manager record and copy the Keyword values to attributes from an OnBase document Demonstrate how to configure an Upload Association Copyright Hyland Software, Inc. | 100 Solutions: Mapping Section Review Maps and Associations - Review Did the Vendor Name come over when you created an issue? Why not? No, only Issue data. A DTA must be created for the Vendor against the Invoice. How could we stop the creation of the issue if the vendor name was not populated? Option 1: Make vendor name a Unique Attribute. Option 2: Use Workflow to check for existing vendors first Maps and Associations - Review What is the difference between an OnBase Document Folder and a WorkView Folder? OnBase Document Folders are configured in Classic Configuration – They have more features such as sort and auto-name options WorkView Case Manager Folders are configured in OnBase Studio - simple custom queries to show a list of related documents What is the difference between a WorkView Folder based on Keyword Search and a Document search? This association is creating a document. To save users time in indexing as well as prevent errors from transposing data manually, map as many attributes to keywords as possible. Copyright Hyland Software, Inc. | 101 Section 7 WorkView Triggers Triggers automate calculations that previously would have been done in scripts or with Workflow logic. The calculation is triggered by events to the object (Activate, Modify, and/or Delete) and can either be configured just for the current object or for all objects related to the same parent, depending on where the target attribute is configured. Upon completing this section, you will be able to: Create WorkView | Case Manager Triggers Demonstrate how to configure Triggers Copyright Hyland Software, Inc. | 102 WorkView Triggers – 7.1 Triggers Prior to OnBase 16, automating calculations within WorkView | Case Manager were configured with scripts or with Workflow logic. Triggers will now automate calculations within your WorkView Application without the need of scripts or Workflow logic. The calculation is triggered by events to the object (Activate, Modify and/or Delete) and can either be configured for the current object or for all objects related to the same parent, depending on where the target attribute is configured. Triggers are stored in target attributes in the database so they can be used as filter constraints or sorts. There are two types of trigger attributes: Source and Target A Target Attribute is configured to store the result of the trigger. It may be in the same class as the source attribute or it may be on a parent class. It also will be set to read-only and can only be modified via a trigger, Workflow, or the API. A Source Attribute is where we will get our data from to fill our Target Attribute. Usually you want this value to be unique. Different Types of Triggers Average Calculates the average for the selected attribute Count Counts all objects related to the same parent object or all objects where a specific value exists Evaluate Interacts with objects in order to execute their class triggers. Evaluate can be used to force the execution of triggers on classes that have a relationship to the current class Max Returns the largest value for the selected attribute Min Returns the lowest value for the selected attribute Set Sets the target attribute to a calculated value. Set can run complex calculations using local or related attributes and the result can be stored on the object or a parent object Sum Adds the values associated with the selected attribute Copyright Hyland Software, Inc. | 103 Activity Create a Count Trigger Issues and Vendor Classes 1. 2. 3. 4. 5. 6. 7. 8. Open the Issues Class Select Trigger from the WorkView ribbon Name the trigger Count Issues and press enter In the Properties pane, leave Activate, Modify and Delete checked under Events Click Configure and the Trigger Action Wizard will display Set the Action to Count and then click Next Select Local Attribute Set the Attribute to objectID Note: If the source attribute's value is NULL on an object, the object will not be counted. To ensure that all objects are counted, use the objectID as the source attribute. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. Set the target to Groups Set the Target Relationship to RelateToVendor Set the Group Select Address to IssueStatus Under Value type ‘Open' and under Target Address choose CountofOpenIssues Type a second line with Value ‘Closed’ and under Target Address choose CountofClosedIssues Click Next Click Finish Navigate to the Desktop of your Machine Double-click the AppServer Recycle Shortcut Logon to the Unity Client Open the Vendor Issue Tracking Application Open a Vendor object and take note of the Count of Open Issues and Count of Closed Issues Open an issue with Issue Status of Open and change the Issue Status to Closed Go back to the Vendor object and take note of the Count of Open Issues and Count of Closed Issues. The numbers should have changed based on your configured trigger Copyright Hyland Software, Inc. | 104 Activity Triggers Practice Hiring Application In order to hire the best candidates, we would like each interviewer while adding notes to the Interview to also score the interview using a 1-5 dataset. Then, using a trigger, calculate the average score from all interviews and place that score on the Applicant view. This will allow decision makers faster access to Things to consider: 1. What will your Source attribute and Trigger attribute be? What classes will these attributes be added to? 2. What type of trigger will you us to calculate multiple values that should then be set as a value on another object? 3. Where should you add these attributes on the Views? 4. Would adding attributes to filters to allow faster decisions on candidates be beneficial for this solution? Copyright Hyland Software, Inc. | 105 WorkView Triggers Summary In this section, you have configured WorkView Triggers in order to calculate the number of open and closed Vendor Issues as well as calculating an average score. UPON COMPLETING THIS SECTION, YOU WILL BE ABLE TO: Create WorkView | Case Manager Triggers • Demonstrate how to configure Triggers Copyright Hyland Software, Inc. | 106 Section 8 Advanced Filter Solutions WorkView| Case Manager already has great search and reporting built into the standard filter. As users continue to use the system, there may arise the need for additional reports or filters. There are other powerful options available to extend the user interface. First, sub filters allow users to leverage two filters at the exact same time. Next, users can be given the ability to build and share their own User Defined Filters. Finally, WorkView can generate a SQL Server View based off of any filter you have configured. Upon completing this section, you will be able to: Enable Edit Mode on an Embedded Filter Demonstrate how to configure Sub Filters Recall the steps to configure and share User Defined Filters in the Unity Client Associate OnBase modules using WorkView data Generate a Reportable View based on a WorkView Filter Copyright Hyland Software, Inc. | 107 Edit Mode - 8.1 This filter allows a user to run two filters at the same time Sub Filters - 8.2 Enable your users to take ownership of searching and reporting User Defined Filters - 8.3 The ultimate solution to integrate WorkView reports Reportable Views - 8.4 Enable your users to take ownership of searching and reporting Module Associations - 8.5 Enable your users to leverage WorkView data in OnBase reporting tools. Advanced Filter Solutions - 8.1 Edit Mode Editable Filters One common challenge with the User Interface is when solutions grow, end users may end up opening many windows. One way to reduce this is to leverage Edit Mode on your views/embedded filters. This transforms the filter into a spreadsheet interface and keeps the user in the same window. Much like the Add Multiple option in OnBase Studio, this option enables users to Add Linked Objects to a primary record quickly. One common example would be a task list or checklist added to a project. ACTIVITY Enabling Edit Mode 1. Open the Applicant View from Studio 2. Select the All Interview Notes Filter on the view 3. Check the Edit Mode option located in the Advanced tab within the properties pane 4. Save the repository, reset the cache. Then, relaunch to test in the Unity and Web Clients ACTIVITY Additional Practice Try this option on the Issue View, Events Filter for the Vendor issue tracking LAB. Copyright Hyland Software, Inc. | 108 Advanced Filter Solutions - 8.2 Sub Filters Sub Filters Sub Filters can be described as a shortcut to display child class information from a filter result. If you notice a user opening up one filter (Employees for example), writing something down, then opening a second filter (Issues), then a Sub Filter is often a great fit. As another example, you could use the Sub Filter to see interview notes for Curt Tyler without viewing his record. Basically, this tool reduces the number of clicks and screens an end user has to navigate to perform Case work. Unity Client Web Client Copyright Hyland Software, Inc. | 109 ACTIVITY Sub Filter Configuration 1. Navigate to Hiring | Filter Bars 2. Select the Applicants Filter Bar 3. Double-Click the UI_Applicant_ALL Filter Bar Item 4. Click Next on the Name Window 5. Check the Sub Filters Checkbox On the Filter Selection Window 6. Click the Configure button 7. Select the UI_Interview_Note_ALL filter 8. Click OK 9. Click Next 10. Click Next on the User Groups Window 11. Click Finish 12. Save the repository Note: When using the Web Client, select an object then click the down arrow in order to see the sub filters. Refer to the screenshot on the previous page. Copyright Hyland Software, Inc. | 110 Advanced Filter Solutions - 8.3 User-Defined Filters If users are constantly requesting new Filters, it may be necessary to enable an option known as User Defined Filters. This option gives users the ability to configure their own filters in the Web or Unity Clients. Unity Client Users can even share the Filters they create with other Users in their User Group. ACTIVITY User Defined Filter Bar Configuration User Defined Filters Bar 1. Navigate to the Hiring application 2. Create a New Filter Bar 3. Name the filter bar My Search a. Check the box below to create User-defined Filter Bar 4. Click Next 5. Click Add All Assigned to Application 6. Click Finish 7. Save the repository 8. Test the filter bar in the Unity or Web Client by configuring a user–defined filter. Unity Client - Sharing Filters 1. Open the Unity Client (WVTest) 2. Navigate to Hiring 3. Expand the User Defined filter bar called My Search 4. Click the gear icon next to your filter 5. Click the Share Button at the bottom of the Filter Configuration Screen 6. Pick any users you want to share your filter with 7. Click Ok Copyright Hyland Software, Inc. | 111 Advanced Filter Solutions - 8.4 Reportable Views Often, businesses require reports from OnBase to integrate with other systems. A simple checkbox can turn any WorkView filter into a SQL Server View in a matter of seconds. In the past this was done with complex statements leveraging SQL JOIN commands and could take hours to develop for just one report. ACTIVITY Reportable Database Views Reportable View Filters 1. Navigate to Hiring 2. Expand to the UI_Applicants_ALL filter 3. Select the Advanced tab from the Properties Window 4. Click Enable Reportable View 5. Name the Report “WV OnBase All Applicants Report” 6. Click Save Testing 1. Open SQL Server Management Studio 2. Connect to localhost with Windows Authentication 3. Expand the Databases 4. Expand WVTEST 5. Expand the Views 6. Right-Click and choose Select the top 1000 rows of the new report Copyright Hyland Software, Inc. | 112 Advanced Filter Solutions - 8.5 Module Associations Alternatively to Reportable Views, Module Associations allow users to report on WorkView applications natively within OnBase. Reporting Dashboards is one of the modules that can leverage Module Associations. ACTIVITY Module Associations Module Associations Configuration 1. In the WorkView ribbon, select Module Associations from the General section. 2. Click Add 3. Select Reporting Dashboards 4. Select the Hiring Application 5. Select UI_Applicants_All filter 6. Rename the filter All Applicants 7. Click Next 8. Add rights to MANAGER 9. Click Next 10. Click Finish 11. Click OK 12. Save the repository and reset the cache Testing 1. In the Unity Client, select Reporting 2. Select Administration 3. Select Create New Data Provider 4. Select New Data Provider a. Name the provider WV Hiring – All Applicants b. Select WorkView c. Click Next d. Select the source All Applicants and all display columns e. Click Next f. Click Finish Copyright Hyland Software, Inc. | 113 Editable Filters, Sub Filters, and User Defined Filters You have successfully improved the end user experience by enabling Calendars, Sub Filters, and User Defined Filters Upon completing this section, you will be able to: Enable Edit Mode on an Embedded Filter Demonstrate how to configure Sub Filters Recall the steps to configure and share User Defined Filters in the Unity Client Utilize existing WorkView Data in OnBase reporting modules Generate a Reportable View based on a WorkView Filter Copyright Hyland Software, Inc. | 114 Section 9 Extended Classes Up to this point, our solutions have utilized only the Standard Class Type. In this section we will discover Extended Classes and their application. Some WorkView | Case Management solutions will require what seems to be duplicates of an existing class. It is a best practice with database design to avoid duplication. Upon completing this section, you will be able to: Define Extended Class Demonstrate how to configure an Extended Class Apply an Extended Class to the Hiring Solution Configure a WorkView action to modify an object’s class Copyright Hyland Software, Inc. | 115 Extended Class - 9.1 Build extension classes from a base class WorkView Actions - 9.2 Use WorkView actions to modify an object’s class Extended Classes - 9.1 Extended Class In this section, we will add an Extended Class to the Hiring solution and learn how to leverage WorkView Actions Extended Class Extended classes are branches of any other class and maintain the relationship to the original class. They share attributes; therefore, avoiding duplicate configuration. They can also leverage form and folder associations. Additionally, you can add new attributes to the extension class. When you build an extension class, you will need to build a WorkView Action or use Workflow to extend the class. Another great reason to use Extension Classes, is that the base class can be used as a template, especially for Views. This allows complex formatting to be copied between extension classes. Finally, a filter that is built against a base class will report on all base and extended classes. Human Resources Solution Example: Person (Base Class) Customer Manager Employee Project Management Example: Project (Base Class) Completed Project (Read Only) Copyright Hyland Software, Inc. | 116 Activity Building an Extended Class While the Applicant Class does a great job of capturing contact information, when we need to store employees and separated employees, it may seem like ALL of the attributes will need to be duplicated. However, we can avoid this mistake by using an Extended Class. Building an Extended Class 1. 2. 3. 4. 5. 6. 7. 8. 9. Open OnBase Studio Create a New Class for the Hiring Application Choose Extension Class Name the class Employee a. Extend from Applicant class Click Next Click Add All Assigned to Application Click Next Click Finish Save and Reset your cache Extended Classes Is it possible to modify the attributes of the base class so the changes are visible on the extended class? If yes, then how? What business case often dictates the need for extended classes? Copyright Hyland Software, Inc. | 117 Activity Building Extended Class Attributes New Extended Class Attributes The Employee Extension Class will need new Attributes. Some of these values need to be automatically populated. Again, WorkView| Case Manager supports the use of Macros with the default values of each attribute. These macros allow dates and numbers to be automatically populated whenever a new object is created. For example, any time a new Employee is created we want to assign a unique Employee ID Number. 1. Click the Employee Class 2. Click the Add Multiple button at the bottom of the Properties pane 3. Add the following Attributes Display Name Attribute Data Type Notes Employee ID EmployeeID Integer Create a Sequence with a Key Value = 1000 Work Phone WorkPhone Alphanumeric 25 Work Email WorkEmail Alphanumeric 100 Title Title Alphanumeric 25 (dataset) 4. Click Ok 5. Save your repository and Reset the cache Copyright Hyland Software, Inc. | 118 C:\WorkView_Class\datasets\ folder Activity Building Extended Class Filters Employees Filter In order to retrieve our records, we will need to create a Filter. 1. 2. 3. 4. Right-click on the Employee Class Select New > Filter Name = UI_Employee_All Add the following Attributes to the Filter: a. Employee ID b. Title c. First Name d. Last Name e . Work Phone f . Department 5 . Create an Employees Filter Bar 6. Add the new UI_Employee_All Filter to the Employee Filter Bar as a Filter Bar Item Review Question What is different about a filter pointed at a base class versus a filter configured for an extended class? Copyright Hyland Software, Inc. | 119 Activity Building Extended Class Views Employee Screen/View The ability to copy Extended Classes from Base Classes saves a great deal of time when it comes to configuring additional interfaces for users. 1. 2. 3. 4. 5. 6. 7. Right-click the Employee Class Select New > View Select Create New View Name the View Employee Select Add All Assigned to Class Click Next Click Finish Redirecting The View from The Base Class Redirecting a view from the base class allows us to reuse the view from the Applicant class. This allows us to still be able to see the values for the Applicant Class that we did not add to our Employee class’ view. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Right-click the Employee Class Select New > View Choose Create View From Template Select the Applicant Template Name the View Applicant Record Click Next Add All Assigned to Class Click Next Click Finish Save the repository and Reset Server Cache Copyright Hyland Software, Inc. | 120 Extended Classes - 9.2 WorkView Actions WorkView has the ability to allow users to execute actions via a button added to the Tasks tab on an object or by adding the action to the View of a class. Actions can do many things such as set an attribute value or modify an object’s class. In the following activity we will configure an Action to allow users to turn an existing Applicant object into an Employee object. Activity Building Actions: Modify Class Building an Action 1. 2. 3. 4. 5. 6. 7. 8. 9. Right-click on the Applicant Class Select New > Action Select New Action Name the action Hire Applicant Click Next Add All Assigned to Class Click Next Click Finish In the Properties Window (with the new action selected) a. Action Type = Modify Object Class b. Extension Class = Employee 10. Save the Repository and Reset Server Cache Copyright Hyland Software, Inc. | 121 Activity Testing Actions Testing the Action 1. 2. 3. 4. Open the Unity Client Use the All Applicants Filter on the Hiring Application to open an Applicant Object Click the Tasks Tab at the top of the screen Click Hire Applicant 5. Fill in the following on the new Employee object: a . Work Phone b. Work Email c. Title 6. Save and Close the Object 7. Use the All Employees Filter to verify the Record was Saved Copyright Hyland Software, Inc. | 122 Solutions: Independent Section Review Extended Classes Is it possible to modify the attributes of the base class so the changes are visible on the extended class? If yes, then how? Extended attributes can only be configured on the base class in OnBase 15 and lower. In OnBase 16 and higher the attributes from the base class can be modified from the extension class What business case often dictates the need for extended classes? 1. Duplication of similar Attributes across multiple classes 2. Need for a Template (views and attributes) Review Question What is different about a filter pointed at a base class versus a filter configured for an extended class? Filters pointed at the base class can return objects from both the base as well as the extended class. Filters pointed at the extended class can only return objects from the extended class. Copyright Hyland Software, Inc. | 123 Extended Classes Summary It should now be possible to leverage extended classes available to WorkView | Case Manager. Recall that Extended Classes can enable base or standard classes to be used as templates in a solution. It is important to create the proper filters as well as adding those filters to the appropriate views. Now that you have completed this section, you will be able to: Define Extended Class Demonstrate how to configure an Extended Class Apply an Extended Class to the Hiring Solution Configure a WorkView action to modify an object’s class Copyright Hyland Software, Inc. | 124 Section 10 Association Classes There are two remaining classes that are needed to make a WorkView | Case Manager Solution successful. One of these classes is called an Association Class. Recall that a Standard Class can be used with Relationship Attributes to build One to One or One to Many relationships. What happens when there is a Many to Many relationship? Upon completing this section, you will be able to: Define Association Class Demonstrate how to configure an Association Class Apply Association Class configuration to the Project Management Solution Copyright Hyland Software, Inc. | 125 Association Class - 10.1 Build Many to Many Relationships in your solutions Association Class - 10.1 Association Class The association class will allow a Many to Many relationships to exist between classes. Up to this point, we have used One to One and One to Many relationships. When you build an Association Class, it creates a new table to allow for the many to many relationships. These tables are sometimes called Bridge Tables. What are some examples of a Many to Many relationship? Many Students take many Courses A Doctor can be resident at many hospitals/clinics while a clinic/hospital has many doctors A Project can have many team members; Each team member can be working on multiple projects An Employee can have many Issues; An Issue can be related to Multiple Employees Relationships - Review Think about your organization. What Many to Many relationships exist in your business processes? Copyright Hyland Software, Inc. | 126 ACTIVITY Building an Association Class Association Class Lab 1. Right-click on the Hiring Application 2. Select New > Class 3. Select Association Class a. First Class = Employee b. Second Class = Employee Issue 4. Click Next 5. Add All Assigned to Application 6. Click Next 7. Click Finish 8. Right-click on the EmployeeXEmployeeIssue class 9. Select New > Filter a. Name = Associated Employee Issues b. Add a few attributes from the Employee Issue class to the Display Columns c. Click Next d. Click Next e. Click Finish f. Save the repository 10. Select New > Filter a. Name = Associated Employees b. Add a few attributes from the Employee class to the Display Columns c. Click Next d. Click Next e. Click Finish f. Save the repository 11. Add these New Filters to the Employees and Issues Views Copyright Hyland Software, Inc. | 127 Association Classes Summary It should now be possible to leverage association classes available to WorkView | Case Manager. Recall that Association Classes can enable Many to Many relationships in a solution. It is important to create the proper filters as well as adding those filters to the appropriate views. Upon completing this section, you will be able to: Define Association Class Demonstrate how to configure an Association Class Copyright Hyland Software, Inc. | 128 Section 11 Project Management Lab It is time to take what was learned in the previous sections and apply it to a new solution. Once again, the solution will be built from beginning to end. Special attention will be paid to taking the time up front to determine classes and how they relate. For this section, a new concept of Actions and Workflow will be demonstrated. Upon completing this section, you will be able to: Demonstrate skills learned in previous lessons Configure a WorkView Action to trigger Workflow Determine the correct filter for business needs Copyright Hyland Software, Inc. | 129 Business Process - 11.1 Build a Project Management solution Association Class Practice - 11.2 Apply the concept of Association Classes to the Project Management Solution Modifying Attributes with WorkView Actions WorkView Actions - 11.3 Learn how to use WorkView Actions to modify multiple Attributes WorkView and Workflow - 11.4 Interact with Workflow Project Management Lab - 11.1 Business Process In this lab, you will design a WorkView| Case Manager application to track information about customer’s projects. The application will track customer and Project Manager information. Each project will belong to a specific customer and will be assigned to a specific Project Manager. Both issues and tasks will be tracked for every project. Project Management Overview The Project Managers should have records maintained in WorkView| Case Manager that include the following information: o Employee Last Name o Department o Employee First Name o Phone o Title Project Managers will create and track project records for their assigned projects. A status of OPEN should be automatically assigned to the projects. These project records should include the following information: o Project Name o Project Number o Project Status o Customer Name o Project Description o Start Date (The Start Date should automatically display as the day the project record was created) o End Date o Project Manager o Region (North, East, South, and West) Customer records will be maintained for each project and should include the following information: o Customer Name o State o Customer Number o Zip Code o Address o Phone o City Customers have events that are tracked. These events should have the following attributes: o Customer Name o Description During the life of a project, Project Managers will need to breakdown the phases of a project into tasks. o o Project Name Copyright Hyland Software, Inc. | 130 Task Description Project Managers will need to track these issues and the Issue # should be automatically created and displayed. The issues should include the following information: o Project Name o Resolution o Issue Description o Issue # Project Managers should be able to view the following: Customers – All Customers Issues – All Issues Customers – By Customer Name Issues – By Project Name Projects – All Projects Issues – By Employee Name Projects – By Customer Name Tasks – All Tasks Projects – By Employee Name Tasks – By Project Project Manager – All Project Mgrs. Events – All Events Project Managers should be able to view and track their own projects Project Managers should be able to view projects with a Status of OPEN and a Region of North or West Project Managers should be able to create a report for open projects that lists the following: o Project Manager o Their assigned project o The customer for the project Copyright Hyland Software, Inc. | 131 ACTIVITY Designing the Project Management Solution Before starting to build your solution, consider the following: Classes What classes will be needed? Hint: Underline the Nouns (person, place, or thing) 1. 2. 3. 4. 5. 6. Records – Order of Creation When users enter data what records must be created first? What record can be created after the first exists? Are any of these option or stand alone? Hint: Think about Parent to Child relationships First Record Second Record Third Record Fourth Record Fifth Record Sixth Record Copyright Hyland Software, Inc. | 132 Relationships What dependencies are needed to create relationships between classes? (Draw boxes to represent classes, then draw lines showing how they connect) Hint: Tell it as a story using the class names. For Example, “One Car can belong to One Parking Space. A parking space must exist before I can create a Car Record.” Copyright Hyland Software, Inc. | 133 Association Class - 11.2 Association Class Practice Now that we have built our first association class, let’s practice what we have learned. Recall the Project Management solution. The project managers have reviewed and tested what has been built. In addition to the current solution, they would like to be able to search a list of employees and assign personnel to a project as a project team. Since one employee can be part of many projects and at the same time a project team will consist of many Employees, an Association Class will be needed. Also, since there is already an Employees class as part of the Hiring solution, the option to use an existing class will be helpful in preventing data duplication. ACTIVITY Leveraging an Existing Class Use an Existing Class 1. 2. 3. 4. 5. 6. 7. Navigate and expand the Project Management Application Right-click the right panel and select New > Class Select Use an existing Class Change the Application Drop Down list to Hiring Select the Employee Class Click Next Click Finish It is important to note that because we are borrowing this class from another application, we will need to make changes in that original application to filters and views for the borrowed class. Also, when exporting, we will need to export both the Hiring and Project Management solutions so the dependency can be imported in the next system. Copyright Hyland Software, Inc. | 134 ACTIVITY Building the Project Management Association Class Adding the Project Team 1. Navigate and expand the Project Management Application 2. Right-click and select New > Class 3. Choose the New Class option 4. Click on Association Class a. First Class = Projects b. Second Class = Employees 5. Assign Manager to the ProjectXEmployees class 6. Click Finish 7. Save the Repository Creating the Association Filters 1. Select the new ProjectXEmployees Class 2. Right-click and select New > Filter 3. Name this first Filter Project Team 4. In the Filter Configuration, expand the Relationship to Employees a. Add Employee Attributes to the Display Columns i. Names, Phones, Emails 5. Select the ProjectXEmployees Class again 6. Right-click and select New > Filter 7. Name this second filter Assigned Projects 8. In the Filter Configuration, expand the Relationship to Projects a. Add Project Attributes to the Display Columns i. Project Name, Project #, Dates 9. Save the Repository Copyright Hyland Software, Inc. | 135 ACTIVITY Testing the Project Management Association Class Updating the Project Screen 1. Select the Project Class 2. Right-click and select New > View 3. Name = Project Team 4. Description = Assigned Employees from Hiring Application 5. Give Manager rights to the View 6. In the View Designer add the Project Team Filter to this new view a. Lookup: Use the All Employees Filter 7. Save the View Updating the Employee Screen 1. Navigate to the Hiring Application 2. Select the Employee Class 3. Right-click and select New > View 4. Name = Assigned Projects 5. Description = Assigned Projects from Project Management Application 6. Give Manager rights to the View 7. In the View Designer add the Assigned Projects Filter to this new view a. Lookup: All Projects 8. Save the View Copyright Hyland Software, Inc. | 136 Test Plan 1. Reset the Cache 2. Launch the Unity or Web Client 3. Open the Project Management Application Ideally, you should be able to complete the following: Task Completed Run the All Projects Filter and Open a Project Click on the Project Team tab Click the Add button on the filter Select one or more Employees from the popup filter and add to list Search for Employees in the Hiring Application See the assigned projects (new tab) on the Employee Screen Copyright Hyland Software, Inc. | 137 Project Management Lab - 11.3 Modifying Attributes with WorkView Actions Consider the following business requirement for the Project Management Lab: When the project is complete, a Project Manager should be able to execute an action from a project record that will change the Status to CLOSED and set the END Date equal to Today’s Date ACTIVITY WorkView Actions 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Open Studio Select the WorkView Tab Expand the Project Management Application Expand the Project Class Right-click on the Actions Folder and Select New > Action a. Name = Close Project b. Type = Modify Attribute Values i. Status = Closed ii. End Date = %D Click Save Reset the Cache Launch the Unity Client and Navigate to the All Projects Filter Open a Project Click the Tasks Tab Click the Close Project button and note the Change in the interface To add an action to a View: 1. From Studio, Open the View Designer 2. Change the Attribute Tab to the Actions Tab in the upper Left Window 3. Select the Close Project Action 4. Click the Add Client Side Action to add to the view Note: Adding the Action Button to the View removed it from the Task Ribbon in Unity and the Side Bar in the Web. Copyright Hyland Software, Inc. | 138 Project Management Lab - 11.4 WorkView and Workflow Workflow has been used with WorkView for more than a decade; moreover, with the release of OnBase 12 a major set of Workflow logic was added to interact with WorkView. The following examples show the most common logic. First, we will review the basic Doc type association we learned earlier in the week. Project Managers should be able to create project records from the existing PM – Project Plan in the Client Notes: Next, it’s time to create a Workflow Life Cycle dedicated to reviewing and approving new projects. This will demonstrate the power of a Unity Lifecycle as well as show how workflow can fit a solution. Copyright Hyland Software, Inc. | 139 ACTIVITY Create a New Workflow Life Cycle 1. Open Studio 2. Select the Workflow Tab in the Repository Window 3. Right-click and Select New > Life Cycle a. Name = PROJ – New Project Review b. Content Type = WorkView Object c. Queues i. PROJ – Initial Review ii. PROJ – Approved iii. PROJ – Rejected iv. PROJ – Exceptions v. PROJ – Exit d. Application = Project Management e. Class = Project f. User Group = Manager 4. Select the Graphic Layout Window 5. Drag and Drop the Queues around to form a logical layout (top to bottom or left to right) 6. Select the Design Tab 7. Select the Transition (Ad Hoc) button 8. Draw a transition from the Initial Review Queue to the Approved Queue a. Repeat this step for Rejected b. Repeat this step for Exceptions 9. Finish with regular transitions from the Approved, Rejected, and Exceptions queues to the Exit queue 10. Select the Initial Review Queue – Ad Hoc tasks a. Add actions to each Ad Hoc – Set Attribute Value i. Status = “” (the status should reflect the queue that the object will be transitioned to) b. Move the action before the transition c. Repeat steps A and B for the Rejected and Exceptions queues 11. Save 12. Reset the Cache 13. Test in the Unity Client by creating a Project Record Copyright Hyland Software, Inc. | 140 Project Management Lab Summary Congratulations! Another useful Case Manager solution has been successfully built. Project Managers and Customers will benefit from this solution. Now that you completed this section, you will be able to: Demonstrate skills learned in previous lessons Configure a WorkView Action to trigger Workflow Determine the correct filter for business needs Copyright Hyland Software, Inc. | 141 Solution: Project Management Section Review Before starting to build your solution, consider the following: Classes What classes will be needed? Hint: Underline the Nouns (person, place, or thing) 1. Customer 2. Customer Events 3. Project Managers 4. Projects 5. Project Tasks 6. Project Issues Records – Order of Creation When users enter data what records must be created first? What record can be created after the first exists? Are any of these option or stand alone? Hint: Think about Parent to Child relationships First Record Customer Second Record Project Manager Third Record Project (needs a Customer and a Project Manager) Fourth Record Project Task (needs a Project) Fifth Record Project Issue (needs a Project) Sixth Record Customer Events (needs a Customer) Copyright Hyland Software, Inc. | 142 Relationships What dependencies are needed to create relationships between classes? (Draw boxes to represent classes, then draw lines showing how they connect) Hint: Tell it as a story using the class names. For Example, “One Car can belong to One Parking Space. A parking space must exist before I can create a Car Record.” Copyright Hyland Software, Inc. | 143 Section 12 Security Up to this point the focus has been on building functional solutions. Eventually, end users will need access to the solution and business processes often have requirements about what specific pieces can and cannot be accessed. Upon completing this section, you will be able to: Demonstrate how to build a basic WorkView User Group Locate and Access Master Security Apply Security concepts to Existing Solutions Copyright Hyland Software, Inc. | 144 Basic WorkView | Case Manager Security - 12.1 Build a User Group with Rights to a WorkView | Case Manager Solution Security Attributes - 12.2 Add granular Security Security – 12.1 Basic WorkView | Case Manager Security You can control all user permissions from a centralized dialog box called Master Security Configuration. To access this dialog box, right-click on an Application in OnBase Studio and select Master security Clicking this dropdown allows control of each element of the application to be configured Clicking this option will allow the selected User Group to use everything in this Application 145 Security Setup Checklist Use the following checklist to keep track of what settings are needed in order or a User Group to access the WorkView | Case Manager solution. Setting Location User Name and Password User Group Client or Web Client Product Right …Product Rights HTML Forms …Product Rights WorkView Privilege …Privileges Retrieve/View Document Privilege …Privileges Documents …Document Types Application - Group Has Rights Classes …>Master Security Filter Bars …>Master Security Filter Bar Items …>Master Security Screens …>Master Security Views …>Master Security Calendars …>Master Security OnBase Configuration > User > User Names …>User>User Groups and Rights OnBase Studio > Repositories window > WorkView Tab > Settings > Right-Click application > Master Security Copyright Hyland Software, Inc. | 146 ACTIVITY Adding Security Create the following user groups based on the information below: Human Resources – Hiring Application 1. HR Generalist a. Can Search and View Applicants and Employees records b. Can View Related Applicant and Employee Documents using WorkView folders c. Can Hire an Applicant 2. HR Recruiter a. Create and View Applicants 3. HR Manager a. Complete Access to the Hiring Solution Accounts Payable – Vendor Issue Tracking 1. AP Representative a. Create, View, Modify, and Delete Vendors b. Create, View and Modify Issues c. Create, View and Modify Events 147 Security – 12.2 Security Attributes Security attributes can restrict user rights at a more granular level. Security attributes are used to limit the objects returned using filters based on specific attribute values and allows user rights to be defined on a per object basis. Configuring security attributes is a two-step process. Security attributes are configured application level. First, you must create security attributes for each class requiring security. Second, you must assign security attribute values and access rights to specific user groups. ACTIVITY Adding Security Attributes Create the following user groups based on the information below: Human Resources – Employee Issue Security Attribute 1. Select the Hiring Application 2. Right-Click Security Attributes 3. Select Maintenance 4. Under the Name drop down menu, click Add 5. Name the New Security Attribute rule “Closed Issue Read Only” 6. In the Class tab, click Add a. Class = EmployeeIssue b. Attribute = IssueStatus 7. Select the User Groups Tab 8. Select Manager from User Group drop down 9. Click Add a. Value = Open b. Enable View, Modify, History, Create, Delete c. Click OK 10. Click Add a. Value = Closed b. Enable View, History Copyright Hyland Software, Inc. | 148 Security Summary It should now be possible to enable specific User Group access to Solutions. Demonstrate how to build a basic WorkView User Group Locate and Access Master Security Apply Security concepts to Existing Solutions 149 Section 13 Migrating Solutions and Data As a best practice, it is important to utilize multiple environments to develop, test, and train on solutions before ultimately placing the solution into a production system. In this section, the concepts of importing and exporting will be covered. Upon completing this section, you will be able to: Demonstrate how to Export a solution Demonstrate how to Import a solution Define the Data Import tool Copyright Hyland Software, Inc. | 150 Application Exports - 13.1 Back up a solution and prepare to Migrate to another environment Application Imports - 13.2 Import solutions into a new environment; resolve conflicts Data Imports - 13.3 How to rapidly add Data to WorkView | Case Manager and How to Export it WorkView | Case Manager Foundation - 13.1 Application Exports Throughout the course, the labs have been built in a test system. A common strategy in enterprise solutions is to build in a Development environment, prove the solution in a Test/Training environment, and finally deploy to Production. Strategy: 1. Build the solution in Development 2. Migrate to Test/Training 3. If Testing or Training reveals defects return to Development and Fix 4. If Testing and Training succeeds, then migrate to Production It is still recommended to do an additional test on the postproduction import. It also is a best practice before and after any changes to make an export of the current solution. In OnBase 18, Test System Creation supports the seamless and speedy transfer of system wide data and configuration to a new database or environment. In connection with Import/Export Tool, you can have a complete Dev or Test system up and running in your production environment in hours. 151 ACTIVITY Export an Application 1. Open OnBase Studio 2. Connect to the WVTest Repository 3. Click the Export button on the Home Ribbon 4. Select Export 5. Change the Available Items drop down list to WorkView Application 6. Select and Add the Hiring application a. Uncheck Encrypt Export file 7. Click the Start Export button 8. Click the Download and Save Export Package button 9. Select the Desktop 10. Name the file with Today’s Date and Hiring Solution a. Example: Aug2018Hiring.expk 11. Click Save 12. Click Finish Copyright Hyland Software, Inc. | 152 WorkView | Case Manager Foundation - 13.1 Application Exports Importing a solution often involves making moderate to large changes to the OnBase Database such as creating new tables. It is highly recommended that a full database backup be performed before proceeding with an import. ACTIVITY Import an Application 1. Click the Import button located on the Home ribbon in Studio 2. Click the Browse Button 3. Locate the .EXPK file you want to import and click OK Note: xml files are only for use with classic WorkView Configuration 4. Set the Change Management Settings a. Select the gear icon in the upper right corner of the import wizard screen b. Set the directory location to C:\WorkView_Class\backup c. Save Note: This only needs to be addressed at your first import. 5. Click Next 6. Select the application at large or specific pieces of the application you would like to import 7. Choose whether you would like to Create, Map, Replace, or take no action to the properties associated with the application. Note: You can select Auto Resolution to have the tool make suggestions. You can also save them or load former saved decisions across your organization. 8. Select Run Verification and resolve any errors found in the Import/Export tool Doctor Pane. Note: You may have to drive the Change Management Settings to a particular file directory location prior to being able to proceed to import. 9. Select Proceed to Import 10. Review and Click Finish 153 WorkView | Case Manager Foundation - 13.1 Data Imports and Exports Oftentimes data exists in other third-party systems that needs to be migrated into WorkView so that the third-party system can be retired. The Data Import option in OnBase Studio allows for the rapid creation of objects in WorkView from a file created by the third-party system. Assets Information has been exported from an old system and will need to be imported. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. Open Studio Select the WorkView Tab (top Ribbon) Click Import Click XML File Browse to C:\WorkView_Class\IT Select the ITHelpDesk_Hardware_1k file Click OK Select the Help Desk application from the drop-down a. Select HardwareAssets class under the Application menu b. Click Add c. Click Next Click Auto-Map Select the objectid row Click Remove Click Next Click Next again Click Test Import Click Finish Copyright Hyland Software, Inc. | 154 Section 14 Insurance Claims Lab It is now time to review everything that has been discussed, built, and leveraged this week. The Insurance Claims Lab requires a variety of Classes and Relationships to work properly Upon completing this section, you will be able to: Utilize an application builder to create a WorkView solution Demonstrate how to build a basic WorkView solution 155 Application Creation Builder - 14.1 Create a WorkView application solution from an excel spreadsheet. Insurance Business Process - 14.2 Practice building out a completely new business process based on the Insurance Industry Insurance Claims Lab –14.1 Application Creation Excelerator The Application Creation Excelerator (ACE) allows you to import a basic WorkView Application into OnBase Studio using a Microsoft Excel file that contains specific data and syntax for Application creation. ACE can generate a Microsoft Excel template file that can be used to customize the Application design, while guiding you to use the proper formatting and syntax to successfully import the Application into OnBase Studio. An ACE template has been created for you. Let’s take a look at the ACE Excel template first! ACE 1. Open OnBase Studio 2. Select the WorkView ribbon 3. Within the Maintenance ribbon group, select Application Creation Excelerator|Import ACE Application 4. Select the Brown button next to the File Name field 5. Browse to the deskptop and open the WorkVIew Class 6. Open the ACE folder and select the Insurance Claims ACE Template. 7. By default, the Application Name field will be populated with the name of the imported file minus the file’s extension. You can edit the Application Name before proceeding 8. Click Next 9. The Classes being imported are listed in the Class column. If the Class was configured as an Extension Class correctly, the Extends column would display the name of the Class for which the Extension Class extends. You can edit the Extends column for a Class. a. If you want to automatically create a Filter for each class upon import, select Automatically create a Filter for each imported Class. If you have defined Filters in your Excel file, selecting this check box will create an additional Filter for each Class. b. If you want to automatically create a View for each Class upon import, select Automatically create a View for each imported Class. If you have defined Views in your Excel file, selecting this check box will create an additional View for each Class. 10. Click Next. 11. Select the MANAGER User Group. 12. Click Add. 13. If you want to have the application always on for a User Group, select the corresponding Always On check box. 14. Click Next. A summary of the application import is displayed. a. Click Finish to complete the import. USING ACE Now that we have successfully imported an ACE application let’s take this partially built application to build a solution in the next section. Copyright Hyland Software, Inc. | 156 Insurance Claims Lab – 14.2 Insurance Claims Lab The WorkView| Case Manager solution is designed to track information about Insurance Claims. Incident, Claimant, and Employee are the top levels. All of these have a one-to-many relationship to a Claim. When a Claim Adjuster is assigned to a Claim, only the Employees with the Title of Claim Adjuster should display in the Employee lookup. Use the partially built application import (ACE) to complete this WorkView|Case Manager solution. A Claim has a reminder date. The reminder dates should show up in the WorkView| Case Manager Calendar functionality. A Claim also has related Diaries. Diaries allow a Claim Adjuster to keep track of notes. A Claim has related Investigative Events. These are all of the investigations that surround a Claim. A Claim also has Assistant Worksheets. This is the way that a Claim Adjuster assigns work to their assistants. When the Claim Adjuster assigns an Assistant to the Worksheet, only employees with the title of Claim Assistant should display in the Employee lookup. For each Claim Assistant worksheet, a claim adjuster can assign multiple letters to be created. This is done through a many-to-many relationship between the Assistant Worksheets and the Letters. Claimants, Incidents, and Employees are all top-level classes. Claimants file claims for specific incidents, which are then assigned to employees. Claimants have claims. These claims are related to the Claimant by a Claimant Name. A Reminder Date should be assigned to each claim and show up in the WorkView| Case Manager Calendar functionality. Incidents have claims, as well. These claims are related to the Incident by an incident number. Employees (only Claim Adjusters) are assigned to claims. Claims are related to the employees by an Employee Name. When a Claim Adjuster is assigned to a claim, only the employees with the Title of Claim Adjuster should display in the Employee lookup. A claim has related diaries. These diaries are related to the claim by a Claim #. Diaries allow a Claim Adjuster to keep track of notes. A claim has related Investigative events. These Investigative events are related to the claim by the claim #. These are all of the investigations that surround a claim. A claim also has Assistant Worksheets. These Assistant Worksheets are related to the claim by the claim #. This is the way that a Claim Adjuster assigns work to their assistants. When the Claim Adjuster assigns an Assistant to the Worksheet, only employees with the title of Claim Assistant should display in the Employee lookup. 157 Claim Assistants will send Letters to the claimants. For each Claim Assistant Worksheet, a Claim Adjuster can assign multiple letters to be created. This is done through a many-to-many relationship between the Assistant Worksheets and Letters. Claim Adjusters should be able to create a claim form document from a claim record. To do this, create a document type association and map the keywords using the IN-Claim Form Document Type in OnBase. Claim Adjusters should also be able to create a claim from a claim photo in the OnBase Client. A claim folder should be set up for claims to view claim forms or claim photos that are related to the claim by the claim #. Claim Adjusters should be able to filter claims by Employee Name and then sub filter Investigative events. Claim Adjusters should be able to filter their claims with Reminder Dates for today. Incidents o Incident # - Sequence o Description Claimants o Claimant First Name o Claimant Last Name o Phone o Address Employees o Employee Last Name o Title (Data Set: Claim Adjuster, Claim Assistant) o City o State (Data Set: OH, WV, PA, MI, IL, IN) o Zip Code o Phone # o E-mail Claims o o o o o o o o o Incident # (Relationship to Incidents) Claim # Claimant Name (Relationship to Claimants) Accident Date Status (Data Set: Open, Pending, Closed) Statement (Text) Resolution (Text) Employee Name (Claim Adjuster only) (Relationship to Employees) Reminder Date Diaries o Short Description Copyright Hyland Software, Inc. | 158 o o o Notes Claim # (Relationship to Claims) Status (Relationship to Claims) Letters o Claimant Name o Letter Type (Data Set: Witness Letter, Request to Contact the Office, Request Estimate of Repair, Rental Letter) Assistant Worksheet o Claim # (Relationship to Claims) o Employee Name (Claim Assistant Only) (Relationship to Employees) o Status (Data set) o Description (Text) Investigative Events o Claim # (Relationship to Claims) o Notes (Text) WorkSheetsXLetters o Assistant Worksheets (Relationship to Assistant Worksheets) o Letters (Relationship to Letters) 159 Copyright Hyland Software, Inc. | 160 Section A APPENDIX In this section, we have some additional resources that could help you in your WorkView| Case Manager development endeavors. Upon completing this section, you will be able to: Create professional looking views that can include custom backgrounds and images Apply Best Practices for WorkView Naming Conventions 161 Style Sheets - A.1 Editing style sheet to achieve Professional views. Naming Conventions - A.2 How to Name WorkView Configuration Items Notifications - A.3 Summary of WorkView Notifications Appendix - A.1 Style Sheets WHAT ARE CASCADING STYLE SHEETS? Cascading Style Sheets or CSS allow many components of web pages (HTML or Hyper Text Markup Language) to be controlled including fonts, formatting, colors, positioning, visibility, and many others. Before the days of CSS, web programmers would have to use redundant code to format a web site. Every time some part of the page had to be changed, the same code would have to be copied. In HTML web pages with thousands of lines of code, this could add considerable development and management time. Take for example center, blue, and bold text. HTML (without CSS): <p><center><b><font color=”blue”>my text 1</font></b></center></p> <p><center><b><font color=”blue”>my text 2</font></b></center></p> <p><center><b><font color=”blue”>my text 3</font></b></center></p> RESULTING WEB PAGE: my text 1 my text 2 my text 3 Copyright Hyland Software, Inc. | 162 With CSS, the direct code or rule can be written once (e.g., p {color:blue; text-align:center; font-weight:bold;}). With this code, every time the new paragraph tag <p> is used in the web page, it will follow the rules to be bold, centered, and blue. If the code ever needs to be changed, one simple change to the CSS rule does the trick without changing it everywhere in the document. <head> <style type="text/css"> p {color:blue; text-align:center; font-weight:bold;} </style> </head> <p>my text 1</p> <p>my text 2</p> <p>my text 3</p> Not only can we change the rules of direct HTML tags (such as the paragraph <p>), we can also define “classes” or text labels (e.g., <p class=”boldnblue”>my text 1</p>). <head> <style type="text/css"> .boldnblue { color:blue; text-align:center; font-weight:bold; } </style> </head> <p class=”boldnblue”>my text 1</p> <p>my text 2</p> <p>my text 3</p> 163 HOW DO STYLE SHEETS APPLY TO WORKVIEW| CASE MANAGER? By default, WorkView| Case Manager is installed with a standard style sheet that utilizes a white background and a standard font style and type. The View Designer allows us to work with these basic design rules alongside its easy to use interface allowing for you update and change simple CSS design elements through click button access. The Template Designer ribbon provides you Global Script, Style, and Stylesheet resource tools allowing organizations to have branding and formatting standards that differ from Hyland default formatting. Copyright Hyland Software, Inc. | 164 Appendix - A.2 Naming Conventions Best Practice – Use Naming Conventions It is important to have a good naming convention around the configuration elements of a WorkView application. This is especially important for Filters due to use in multiple parts of a solution. The following are recommendations and samples of possible names. ATTRIBUTE DATASET AND SEQUENCE NAMING CONVENTIONS DS_App_Attribute (Ex.DS_HR_EmployeeClassification) SEQAppAttribute (Ex.SEQHREmployeeID) FILTER NAMING CONVENTIONS User Interface Filters: User interface filters are defined as filters that are within a filter bar on the main WorkView homepage. UI_Filter Name (Ex. UI_Vendors_ALL) Look-Up Filters: Look-Up filters are defined as filters that are going to be placed on a related attribute or associated embedded filter as the Look up filter. LU_Screen_View_Filter Name (Ex. LU_Vendor_Term_Primary_Contact) Embedded Filters: Embedded filters are defined as Filters that is placed on a view. EMB_Screen_View_Filter Name (Ex. EMB_Vendor_ApprovalProcess_ Tasks) Outlook Filters: This is a filter that is going to be used in the Outlook integration for WorkView. OUT_Filter Name Workflow Filters: This is a filter that will be used for Workflow Portfolios WF_Filter Name 165 SYSTEM TASK NAMING CONVENTIONS System Tasks can be used in various locations. System Tasks can be used in WorkView Actions or they can be used on events. Because the names of these tasks are limited to 50 characters, we will use abbreviations as needed. App - SystemTaskName - WVA (Ex. Cred - Modify SSN - WVA) o App = Application name or abbreviation o WVA = WorkView Action System Task that will be executed via a WorkView Action App - SystemTaskName - EventCode (Ex. Cred – Initial Credentialing - OCO) Event Code - Abbreviations that describe which event hook will be utilized by this system task. The events with their respective event codes are as follows: OnCreateObject - OCO OnBeforeSaveObject - OBS OnAfterSaveObject – OAS OnBeforeDeleteObject – OBD OnBeforeOpenObject - OBO OnAfterDocumentAttached - ODA OnAfterDocumentDetached –ODD OnBeforeExecuteFilter - OBEF OnBeforeExecuteFilter(Specific Filter) – OBEF Copyright Hyland Software, Inc. | 166 DOCUMENT TYPE ASSOCIATION AND KEYTYPE MAPS Without proper naming conventions around Document Type Associations and Keytype Maps it can be difficult to tell what each one is supposed to do, without actually going into the DTA or KTM. Document Type Associations Document Type Associations are used to Associate a Document with a class. This way OnBase and users are able to create WorkView Objects from a Document. DTA_ClassName_DocName (DTA_Candidate_Application) Filter Document Type Associations Filter Document Type Associations are used to find objects that have a document attached or to update a WorkView object from Workflow. FDTA_Classname_DocName KeyType Maps Keytype Maps are used to associate Attribute to a Keyword. KTM_ClassName_DocName (KTM_Candidate_Application) 167 Appendix – A.3 Notifications WorkView | Case Manager has a built in Notification tool. Similar to Workflow notifications, it is possible to update users and business process owners when data changes, is created, or deleted. WorkView Notifications even allow the use of filters in the body of the message such that an entire report of objects can be sent. Notification Setup – Event Driven 1. Open OnBase Studio and connect to the WVTest Database 2. Click the WorkView tab 3. Click Notifications 4. Select the Hiring Application, Applicant Class 5. Click Add 6. Name = New Applicants 7. Select the Message tab: a. From = Train@onbase.com b. Subject = New Applicants have been Created c. Body = There is a new applicant 8. On the Recipients tab: a. To = train@es.com Note: you can also set CC and BCC as well as send to attributes iii) Condition Tab 9. On the Condition tab: a. Check Created Note: it is also possible to make the notification conditional based on a variety of conditions 10. Click OK and Close Notification – Scheduled 1. Click Timers 2. Click Add 3. Name the Timer Send Weekly Report 4. On the Execute tab, uncheck all Days of Week options, except Monday Note that an interval can also be set as well as an expiration 5. On the Notifications tab, create a New Notification that uses a Filter of All Applicants Copyright Hyland Software, Inc. | 168