OnBase - Workflow

Overview

OnBase Workflow intelligently incorporates precise content into the flow of business so it is automatically directed to the right place at the right time. More efficient processes can be mapped to maximize the number of transactions your team is able to process, direct, approve and complete every day. In addition to manual and ad hoc options for defined users, OnBase Workflow’s flexible routing can automatically direct documents to work queues based on linear or parallel process steps, specific data inside documents, and information stored in e-forms or databases.

The Workflow module is an electronic document routing system that processes work more efficiently, quickly and accurately than traditional paper processing. OnBase Workflow is an electronic document routing system that streamlines business processes and is designed to accommodate change quickly. Documents can enter Workflow in a variety of ways, including input processors like COLD, DIP, Document Imaging, and PCL. Documents may also be imported into a Workflow process manually or via an electronic form completed over the Internet. Configurable rules and actions ensure that documents are distributed in a standard, controlled manner and that business rules and practices are followed.

Workflow has the ability to prompt users for input or automatically process documents based on information such as a keyword, document handle (a unique OnBase ID) or document type. Assigning specific users with rights to modify a document's movement on an ad-hoc basis accommodates exceptions to the configured model. Timers can be employed on queues to make sure documents continue through the process efficiently. Troubleshooting and queue-logging tools allow for error-free, secure configurations. Configured workflows can be exported to disk for backup and recovery purposes or for distribution to another OnBase system. Workflow is accessible via the Internet when OnBase Web Server is purchased.

Applications

Medical Insurance Payment Processing

The process begins with a fax, an image, or a text report. Claims documents enter the Workflow and initiate the process. An initial claim review queue in Workflow checks for duplicate claims and to check to see what related documents currently exist. Timers trigger notifications and check on documents that are missing. The claims are then loadbalanced as they are assigned to an adjuster.

The adjuster reviews all the available information, making notes on the document. A fax or email may be sent to the provider requesting more information. Ultimately, the claim is either accepted or rejected. Accepted claims then go to the accounts payable queue to be paid and the rejected claims go to the rejected claims queue where a letter is generated explaining to the provider the reason the claim has been rejected.

Accounts Payable

It can be cumbersome ensuring that vendors get paid promptly and accurately with a high volume of invoices flowing into a company daily. An accounts payable clerk needs to find and review all of the related documentation for an invoice. This may include an initial requisition, a purchase order, and packing slips. The issue is complicated when a supplier sends you a billing statement for several purchase orders. Some may contain full shipments and others partial shipments. All of which make it very difficult to organize and track. An OnBase Workflow solution can streamline and organize the process.

As invoices and statements enter Workflow, system work checks for related documents. The requisitions, purchase orders, and packing slips are matched as supporting documentation. The accounts payable clerk has all the necessary documentation to make a payment decision.

The clerk is alerted to documentation that is incomplete or missing. A task can be executed to pay the invoice in full or issue a partial payment. A full payment decision can be designed to trigger payment from the company's accounting system. If a partial payment is issued, a notification can be sent to the vendor. The notification tells the vendor that a partial payment is in order and invites them to login to the company's Web Server. Vendors can then participate in Workflow. They have access to areas and documents that you allow them access. They can review all the documentation and dispute or approve the partial pay. By involving the vendor directly in the payment process resolution, you can eliminate the need to send information back and forth.

The resolution and payment of invoices is both quick and accurate for you and your vendors.

Proof of Delivery Audit

In the transportation industry, proof of delivery is essential. The faster a company can provide this documentation, the faster they get paid. OnBase Workflow and the Mobile Forms module can be used together to expedite this process.

As transportation orders come in via fax, phone, the company website or e-mail they enter Workflow. The orders are then routed to dispatch where they get assigned to freight routes. Drivers then download these orders into handheld computers aboard delivery trucks. As deliveries are made, drivers transmit the complete bills of lading to OnBase.  Once received, the bill of lading triggers invoice generation. The invoices can be transmitted or mailed to the client for payment.

When the payments are received, Workflow matches them with the invoices sent. A timer notifies of over due invoices and automatically send reminders to your clients.

Loan Processing

Workflow can be used to monitor the status of loan files and automatically route them to the appropriate person(s) based upon pre-defined rules and process flows. In addition to automated routing, users can route documents on an ad-hoc basis. Workflow allowsmanagement to analyze the loan production process, plan and test changes to the work process.

Workflow provides an environment where the tools and documents required to process a loan are readily available on the desktop. In some cases, Workflow identifies which task the user is performing and automatically opens documents appropriate for that task. When a new loan file arrives, it is assigned to an underwriter. The underwriter selects the loan file and Workflow executes the user work specified for underwriters. For example, a form may be displayed in which the underwriter enters comments and then selects the appropriate button, cancel, approve or deny. A rule then tests to determine the underwriter's response and initiates the appropriate transition – to cancel, deny or to route to the account manager. It may be necessary to route the document to multiple underwriters for approval before submission to the account manager. If the underwriter is out that day, a timer, (a monitoring process running on the Workflow server) automatically reassigns the loan file to another underwriter.

When the loan file makes the transition to the account manager queue, the system work for the account manager queue initiates and automatically faxes the approval to the broker. The loan file rests in the queue until the account manager selects it and begins the user work. When the account manager completes his/her work, Workflow checks to see if any outstanding funding conditions remain. If there are no further conditions, Workflow automatically routes the appropriate documents to funding. Otherwise, the loan file remains in the account manager queue until all conditions are fulfilled.

Typically, queues are shared by groups of individuals. Many workers can share the same queue, but each would see only the document files assigned to him or her using a load balancing queue.

Electronic Forms

Workflow is often used in conjunction with Electronic Forms, which can be used for request processes that require one or more levels of verification. For example, a Human Resources department's vacation request process may require that one or more managers sign a vacation request before it is approved. The OnBase Digital Signature module can be used in conjunction with Workflow and E- Forms to provide a means of electronic document signing.

Example Applications:

• Requests for Purchase Orders can be submitted through E-Forms.
• Departmental work requests can be submitted through E-Forms. For example, an "Information Systems Request" can be filled out by a user who needs assistance from the organization's IS department. When the E-Form is submitted, an employee is notified. The request can be assigned a status, enabling the originator to check on the progress of the request at any time.
• Office Supplies can be ordered using an E-Form.
• Software bugs can be reported and software enhancements can be requested via EForms.
• Online Questionnaires can be submitted using an E-Form. Answers are standardized and tabulating the results is a more streamlined process.
• Shipping Requests can be made using online E-Forms.