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ONBASE EDM SERVICES
OnBase EDM Services module provides Electronic Document Management capabilities for the storage and management of word processing documents, spreadsheets, presentations, forms and images. Document revisions are also managed within this module. Documents generated by ODMA-compliant applications are stored directly into the OnBase system. Features include ad hoc document storage, revision control, commenting, and check in/check out.
ODMA is an acronym for Open Document Management API. It is an industry-standard interface between desktop applications and document management systems that allows users to store, retrieve, save multiple revisions and share documents. One of the benefits of ODMA is that document management services are more readily available to users in a seamless manner. These services appear to be a natural extension of the desktop applications that are familiar to users.
Most popular desktop productivity programs, such as Microsoft Office and Lotus SmartSuite, comply with the ODMA standard. ODMA provides OnBase with a consistent interface to the third-party applications. EDM Services allow users, working within ODMA-compliant applications, to use the application's own File/Save As command to save an open document directly into the OnBase system.
Application
User interaction occurs either from within OnBase or from within an ODMA-compliant application. User options include:
Open or create a document from within the user's file system and save it within OnBase. The Save As function is used from the File menu of the third-party application to store the document. The ODMA Logon screen appears and enables the document to be saved either to OnBase or the file system. Once the document is saved in OnBase, it can be retrieved from either the standard client application or through ODMA.
Open a document through the OnBase Client; make changes to the document, and save it back into OnBase as a revision.
Open a document through the OnBase Client; make changes to it, and save it back into OnBase as a new document.
Retrieve a document from OnBase and save it back into a users file system.
Documents that were previously created in third-party applications can be imported and maintained in OnBase. To import documents from a file system, select File/Import. The file name, document type and the appropriate keyword fields are selected and are entered in the Import Document dialog box. The Auto-Fill Keyword Sets can be utilized to further streamline the indexing process.
A user can import a group of documents for storage in OnBase, by dragging multiple documents onto the OnBase desktop. For example, highlight multiple files through Microsoft Explorer and drag them to the OnBase desktop. When the documents are released on the OnBase desktop, an import dialog box will appear with the first file displayed and ready to be indexed.
OnBase EDM Services allow authorized users to make and save modifications to stored documents. When an application document is retrieved within OnBase, the user is able to use the functionality resident in the native application to make modifications to the document. The user is given the option of storing the document as new or revised. OnBase numbers each revision, and the user can enter a description of the changes made, enabling subsequent users to easily pinpoint the exact version desired. Right-click functionality within a Document Search Results Retrieval List displays the options for Revision and Rendition information.
Once a document is stored within OnBase, it can be quickly and intuitively accessed either through the OnBase Client or through the appropriate ODMA-compliant application using the standard File/Open command. Once a document is retrieved, users can conduct a text search, print, e-mail and/or fax the document directly from the desktop. The document can also be routed via OnBase Workflow and be made available over the web via OnBase Web Server.
Check In/Check Out protects a document from simultaneous revisions. When a user retrieves an application document from the OnBase system, the document is automatically "checked out." While checked out, other users are only able to retrieve and route a "read-only" version of the document. Once the original user has closed the document, it will be "checked in" and available for further modification by other authorized users.
Long term or "persistent" check out is also supported. Users are to check out a document and have the document continue to be classed as checked out once the user exits OnBase. An xample of documents requiring persistent check out may include proposals or user manuals, which need to be worked upon while traveling. While the document is checked out, other users can view a read-only copy of the document. Details of which user checked out the document along with other check out comments are displayed. Documents can be checked back in on completion of that user's work.
Sharing stored documents is ideal with OnBase EDM Services. When several individuals within a company contribute to a proposal, EDM Services facilitates their process. If a salesperson initially writes the proposal but needs input from others on the finer points, the initial document is created and imported into OnBase using EDM Services. It can then be retrieved and revised by anyone who has modification rights for that document. The product manager reviews the proposal for content, retrieving the document based on keywords that were assigned when the document was stored (date, sales person, potential customer, product manager, etc.). The product manager can then make changes and save the document as a revision of the original. Comments may also be attached to the document for subsequent users. Others can update the document and all changes will be tracked within OnBase. The system keeps track of who has documents "checked out" and displays this information for other OnBase users.
Core Features
