Workflow

Hyland Software Updates Document Management App

• By Dian Schaffhauser
• 04/01/10

Hyland Software has updated OnBase, its document management workflow application. Version 9.2 includes 850 additions and enhancements, according to the company, including an offline client, mobile workflow for BlackBerry, and workflow integration with Microsoft Outlook. OnBase manages paper-based content, such as transcripts and recommendation letters, and synchronizes it with other applications, such as student information systems, in an effort to streamline business processes and workflow.

The offline client feature allows users to work without an Internet connection. For example, they can enter notes, scan documents, fill out electronic forms, and retrieve documents from OnBase while offline. Once they reconnect, the information will synchronize with the rest of the system.

Users who work with a BlackBerry can use a new mobile feature that allows them to participate in a workflow process--such as approving or denying a request--via their device.

The new release also provides Outlook workflow integration: Users can execute a workflow task activated by another application through their Outlook interface without having to open up the first application.

A document transfer feature allows for the sharing of information between two or more OnBase systems and provides a single point of access for users who need to access content from multiple OnBase installations.

A document composition feature provides a way to automate the generation and distribution of documents with specific text for a given situation.

The company said the new release offers compliance with the Payment Card Industry (PCI) data security standard by encrypting the physical files and credit card account values, thereby making the information impossible to extract from the system--even if it's compromised.

"When a student or parent calls, they don't want to be put on hold because the student's file is on someone else's desk," said Ian Levine, manager of higher education for Hyland Software. "But in order to admit and then retain those students, the availability and quality of it matters just as much.. They want helpful, accurate information fast. [Enterprise content management] has been addressing this issue for years. Now, with so much competition for the best students, it's perhaps more relevant than ever."

Both Wharton School of the University of Pennsylvania and Oberlin College are Hyland customers. Wharton uses the software-as-a-service version of the application.