Change old business processes with
new ECM tools
How……
Automation via Forms and Workflow
technology
Why Automate?
HR Representative Tasks
Minutes spent on
manual task
Minutes spent on
automated task
5
0
Review/Validate Form
10
2
Access Related Records for
Employee
20
2
Update HR System
10
0
Total Minutes
35
4
Receive Form
Total Labor Cost (100 forms)
$1, 122.00
$128.00
Salary: $40,000
Source: Gistics, 2004
Business Case for Automating the Business-Forms Lifecycle
$1,122.00
$1,122.00
$1,122.00
$1,122.00
$1,122.00
$5610.00
$5610.00
x 20
forms
$112,200.00
Automated…
the same HR processes cost:
$12,800.00
For every process,
there is a form
Increase efficiency
Improve accuracy
E-Forms +Workflow
Automate Processes
Reduce costs
E-Forms & Workflow
Use as checklists or cover sheets
Use as an initiating document
Create/View E-Forms from Workflow queue
What if you are using a
scanned form to kick off
your process?
Scanned Forms are Static Forms
What if something on that
form changes?
Oops! We were
looking at an old
price list!
E-Forms are Dynamic!
Invoice #
Item
15/32” OSB
Price
10.00
Total
500.00
Item
2x4’ Stud
Price
2.09
Total
209.00
Item
90 lb Rolled Roofing
Price
31.94
Total
63.88
Item
10 ft. aluminum drip edge
Price
3.47
3.50
Total
10.50
10.41
Comments
90 lb Rolled Roofing
31.94
63.88
10 ft. aluminum drip edge
3.47
10.41
Submit
Update
Collate
Add Information
Information
Information
E-Forms
E-Forms
Designing E-Forms for Workflow
• Process
• Form fields (keywords), buttons, and layout
• Where is the data coming from?
• How will the form be accessed?
Design your
Workflow Process
Design your Form
AutoFill
Keyword Field
Keyword Field
Keyword Field
Keyword Field
Keyword Field
Non-Keyword Field
Non-Keyword Field
Non-Keyword Field
Non-Keyword Field
Keyword Field
v
Keywords
Non-Keyword
Text Box
Submit
Where is your data coming from?
User Entered
Manual
Data Source
Internal or External Data Source
Application
Screen
3rd Party Business System screen via
Application Enabler
Where will people access your form?
OnBase
Clients
Unity Client, OnBase Client, Web Client,
Desktop Client
External
Forms
External Forms via Intranet or Internet
Application
Screen
3rd Party Business System screen via
Application Enabler
Initiating Forms
HR Recruiter
Workflow Forms
HR Generalist
Form – Create New Form
Creates and displays a new form that will be saved into
OnBase
Form – Create New Form
Information Services
Form – Display E-Form for Input
Enables entry of information into an existing E-form while
viewing
Form – Display E-Form for Input
Enables entry of information into an existing E-form while
viewing
E-Form + Workflow Actions
Form – Create New Form
Form – Create Unity Form
Form – Display E-Form for Input
Form – Display Unity Form for Input
Unity
Forms
Unity Forms
So, what are Unity Forms?
Easily configurable electronic forms
that provide a positive user experience.
Show form
Role
Tabbed
Data
Based
Validation
Forms
SecuritySections
Collapsible
and
Repeating
Platform Integration
Web
Client
Unity
Client
YOUR BUSINESS APPLICATION
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Unity Form + Workflow Actions
Form – Create New Form
Form – Create Unity Form
Form – Display E-Form for Input
Form – Display Unity Form for Input
Designer Interface
Designer Toolbar
Toolbox
Thumbnails for Multiple
Pages
Property Grid
Distributed Form Creation
Create Workflows, faster!
Tips
Tips & Tricks
Tips for Configuring E-Forms
for Workflow
Keyword Fields
Make sure you have the correct keywords to execute
the necessary Workflow actions
Not every field needs to be a keyword. Limit your
keyword mapping to necessary keywords. Plan ahead!
Electronic Forms
OnBase
Keyword Mapping
AutoFill Keywords
Keyword Data Sets
E-Forms
Non-Proprietary
Custom Styles
Custom Scripts
Supported in all Clients
Supported in all versions of OnBase
External Data Sets
Cross-Reference
Document Properties
Workflow Functions
Unity Forms
Supported in OnBase 11.0
View/Create in Unity Client and Web
Client
Point and Click Form Design
Built-In Validation and Security
More Information
Module Reference Guide
Questions?