Published on May 28, 2014
ONBASE TIPS & TRICKS KEYMARK INC. | MAY 21, 2014 | GREENVILLE, SC
OnBase Tips and Tricks 1. Policy Planning 2. Scanning Tips 3. Technical & Configuration Tips
OnBase Tips and Tricks Policy Planning
Administrator Training • Provides greater onsite support. • Better user training and follow up. • More intimate knowledge of business and the business processes. • Vision to apply in-house technology to new issues. • Anticipation of future needs.
Administrator Training • Trained, experienced administrators get more out of your vendors and resellers. • Less talk, more action – the confidence to conceive, test and implement. • Trained, experienced administrators understand and implement Vendor suggestions & best practices better.
Test Systems • Key to a Dynamic Imaging installation. • Increases ROI by: Testing of new processes before production implementation. Training users prior to deployment. Extra experience for administrators. Confirmation of infrastructure abilities.
Test Systems • Enhances the probability of a smooth upgrade. • Upgrade possible points of failure: Custom programs Scripting Workflow processes 3rd party program integration Data imports and exports
Change Management • Document System • Document all Configuration Changes • Have multiple people with an understanding of the installation • Create an organized transfer of knowledge when change happens
Virtual Machines • Yes, they can be powerful tools! • Yes, KeyMark uses them. • BUT - the near infinite combination of various VMs, BIOS, firewalls/security, and platforms make troubleshooting VM implementations more difficult. • Testing on physical hardware is sometimes required.
ONBASE TIPS & TRICKS SCANNING TIPS: GETTING THE MOST FROM YOUR SCANNER AND YOUR TIME.
ONBASE TIPS & TRICKS SCANNING TIPS: GETTING THE MOST FROM YOUR SCANNER AND YOUR TIME.
Scanning Best Practices • Clean, Clean, Clean – a dirty scanner makes dirty images. • No Paper Clips • No Staples • Proper Batch Prep = faster scanning, less jams, better images
Scanning Best Practices • Have organized scanning area • Have plenty of room to work • Keep batches separate and numbered • Store batches so that rescanning is easy – hunting for one batch to rescan takes more time than staying organized.
Trouble Shooting Poor Images • Clean again • Check for scratches and spots w/ vertical lines • Check the quality of originals • Check scan settings, have they changed? • Call for maintenance – if you have a contract.
Trouble Shooting Lost Batches • Record Batch Name at Scan time. • Check Batch Names during Document Review. • Report missing Batches to Administrator. • Have a Batch Name or Date and Time to Report.
ONBASE TIPS & TRICKS TECHNICAL TIPS
Desktop Optimization • Put the OnBase Web Server in the Trusted Group • Do not Block pop ups, Active X and .Net from the OnBase Web Server • For best results use IE • Delete all desktop Themes, 3rd Party Tool Bars, Web Crawl, etc that uses resources
OnBase Optimization • Disable the Document List Refresh user option for all users • Administer Workflow to process and remove documents efficiently. Maintaining 20,000 + documents in Workflow (esp. in a few queues) will hinder performance
Workflow Simulator • Create life cycles graphically • Simulates document processing and queue transitions • Stand alone app • No database connection • No license to buy
ONBASE TIPS & TRICKS FOLLOW ALONG ON YOUR VIRTUAL MACHINES
Group Search Enabled
Document Query Limits • Set an Unrestricted Query Warning • Running a query without Dates or Keywords over tax the resources of the SQL server.
Document Date Label
Copy Doc Type Option
Doc Type Delete • Can delete document types • Needs the ROMANZO switch • VERY dangerous
VB Script Editor
Reverse Keyset Lookup • Allows for an indexer to use another keyword in an AutoFill Keyword Set to look up the Primary Keyword
DIP Config Option • The Copy Configuration enables the user to copy the DIP configuration of one document type to another within the DIP Process.
COLD Config Option • Allows for the keyword configurations of one document to be copied to other document types configured in this COLD Process.
Indexing Migrates File
Thumbnail Viewer • Thumbnail Hitlist Results Viewer from a hitlist on Images • A user group priv
Passwords • more robust password handling • adding the functions, prevent reuse and password expires every X days.
License Affinity • Web Client license use for this Group • User must have the “Primary user group for license restrictions” configured
User Settings • Copy User Options allows for quick user setup from existing users rights • Service Account –specify an account to run as a service. This account is a super user
View Metrics – User Names
Attachment Settings • Set the attachment size to match or be less than the email limits at your site.
Global Client Settings
Configuration Logging • Sets up logging for all activity for the Config module • Automatically stores each session as a SYS Configuration Report
Committed Batch Display • Automatically prompts the user for a batch range for display • Much faster that querying all committed batches
Email Attachment Naming • When checked this will use the autoname string for email attachments • Deselected OnBase generates a random file name • Off by default
MIKG Display • Displays the name and primary keyword as the collapsed title in a Multi-Instance Keyword Group
OnBase Configuration Utils
Minimum Client Version • Ensure that all client version meet minimum standards after an upgrade • Version mismatches can cause data corruption
Increase Itemname Length • Increases the length of the itemname column for the autoname string from 101 to 255 • This feature only applies to databases created before version 5.2 • Only run once and cannot be undone
Configuration Window Size • Retains the size of the configuration window on that desktop • Allows for personalized use
Configuration Tree • Graphical and hierarchical display of the OnBase environment • Shows relationships of system elements • Has a report feature
Configuration Tree Report
Core Based Settings • Prevent usage of saved credentials disables the Always use this Account that is displayed on the Desktop login Screen • Log License Usage logs license usage on the OB App server
OnBase Fast Load • Creates a text file that will load doc types and related keywords • Global so use a UNC path that is accessible to all • If Fast Load is unavailable the db will be accessed normally
Security Keyword Checking • Set by default • Will only list documents in the thick client retrieval the user has rights to • Web and core based clients will never display documents with out rights
Prevent Database Upgrade • When checked the database cannot be upgraded. • OnBase upgrades are performed prior to authentication
Global Tracing • Tracing level is applied to Transaction logs • Levels 0 – 3 • Setting level above 1 will adversely affect performance for all • Do not set above 0 unless instructed by Hyland
Lockout Users • Allows all users to be locked out of the system (ex: during maintenance) • One user can be selected to be able to log in during the lockout
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ONBASE TIPS & TRICKS KEYMARK INC. | MAY 21, 2014 | GREENVILLE, SC OnBase Tips and Tricks 1. Policy Planning 2. Scanning Tips 3. Technical & Configuration Tips
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