OnBase Enhancement Ideas We Like

Have you heard of the Ideas feature through Hyland Community? It’s your one-stop-shop for OnBase enhancements.

Hyland Ideas allows customers and their partners to submit their own enhancement requests, and with enough support from the community, they can be implemented into OnBase.

Each month, the Customer Success Team here at Naviant personally selects a new special enhancement that we believe would be beneficial for you. Here is our latest enhancement we think would be a valuable improvement to your OnBase solution.

Our Latest Enhancement Idea

May’s Idea: Add Automatic Maintenance Capabilities to Full-Text Search

Do you use Full Text Search? As of right now, the maintenance of fragmentation and percentage obsolete requires an Admin to login into the OnBase Configuration Client to do the maintenance for Full-Text Search. This Hyland Enhancement would add functionality to the Full Text Search module to allow for settings to do automated maintenance based on different variables. For example, “if Percentage Obsolete is greater than X, perform maintenance.” Learn more here.

Want more ideas? We add a new idea every month, so there’s plenty more enhancements to discover. Here is a working list of Hyland Community ideas you may be interested in.

All Our Enhancement Ideas

Idea: Add Compare Functionality for WorkView Applications to OnBase Studio

Many customers feel that migrating WorkView Applications can be a difficult process because you need to ensure that all configurations are consistent between your environments. Ensuring consistency is important not only when migrating large changes but also when troubleshooting issues. This Enhancement Idea would add functionality similar to the right-click “Compare To” functionality in OnBase Studio when working with Workflow lifecycles. This will allow users the ability to compare WorkView applications, giving more granular visibility in the creation or management of WorkView. Learn more here.

Idea: Add a Check-In Option When Editing Unity Forms

We have multiple customers that use Unity Forms within OnBase, where more than one user will often need to review or make changes to the same form. Currently, if one user has the form open, they would need to completely close the Unity Client, which at times will not release the lock on the form, or would need to open Administration, Manage Locks, and remove the lock from there. This will allow the other user to go in and review or make additional changes. However, this OnBase Enhancement Idea will allow a “Check In” option, similar to what currently exists within OnBase Studio for workflows. This will allow users to check in and check out of the Unity Form making it easier for multiple users to go in and access the latest Unity Form. Learn more here.

Idea: Make DIP a Unity Scheduler Job Rather Than a Thick Client Service

Many customers feel that one of the biggest problems with the Document Import Process or DIP is the requirement to run through the Thick Client.  Many feel that using the Thick Client makes DIP harder to work with due to the licensing restrictions.  Also, if at any point you need to move DIP to another server, the reconfiguration becomes tedious.  However, with this enhancement the DIP process would be under the Unity Scheduler component allowing more availability to use the DIP service, removes the need for assigning DIP licensing to individual servers, and allows more granular control of the scheduled jobs. Learn more here.

Idea: Keyword Updater – Allow for Doc Handle (ITEMNUM) as input for the Search Action

Many feel that the existing functionality of the Keyword Updater is limited when users have a specific target of documents that need to be updated. Within OnBase, you can only use existing Keyword values to initiate the Search Action. However, what if you need to update only some documents within a specific keyword search and not others? This Hyland Enhancement would modify the Keyword Updater to allow the Document Handle (ITEMNUM) as the input for the Search Action. This would allow users to run a query to provide a specific targeted population of documents to update, add or delete keywords. Learn more here.

Idea: Increase the Maximum DIP Processing Directory Path Length

Currently, the default directory paths for the Document Import Processor or DIP must be less than 60 characters. Many of our customers have found that modern file paths may easily exceed the character limit. This Hyland Enhancement would update the DIP Default Directory, Backup Paths, and other configuration file paths to allow for more than 60 characters. Learn more here.

Idea: Revoke Named Licenses Based on Inactivity

The management of named licenses for Clients, Workflow, and Workview is sometimes difficult due to turnover and other circumstances. This Hyland Idea would like a periodic process using the Unity Scheduler to remove Named licenses and/or the licenses under the new model, when there is inactivity for a specified number of days. Users would like to see the number of days setting in Unity Client User Administration, Configuration, or Studio. This enhancement would allow for an automated approach to revoking these licenses from inactive users. Learn more here.

Idea: MRGs for Cloud Hosted Customers

Most of the information within the Module Reference Guides (MRGs) are designed for On Premise customers. It would be great to have MRGs that are tailored to hosted customers or a way to separate content between On Premise vs. Cloud Hosted customers. Having this information will help with not only troubleshooting but also configuring and knowing what you can and can’t do within the cloud. Learn more here.

Idea: Allow Document Type Group as a Display Column in Custom Queries

There are many situations, where being able to sort and/or group by Document Type Groups would be very beneficial within a Custom Query. Learn more here.

Idea: Create a New MRG Specifically for CPD and Expand Its Details Greatly

Currently, information on Capture Process Designer (CPD) isn’t so easily accessible. Documentation can be found in the Document Imaging MRG, including the document imaging setup for OnBase Studio.

However, if an MRG was created specifically for the Capture Process Designer and was expanded even more on how dynamic this tool can be, people could utilize and implement the designer in their environment.

If you click here, the creator of the request lists great benefits and expresses how amazing the tool and process is. Learn more here.

Idea: Warn Users When Auto-Folder Fails in Unity Client

Within the Thick Client, if you import a document and do not populate one or more of the keywords that are used in foldering that document type, one of the following warning messages will appear on import:

• One or more documents could not be auto-foldered because the document is missing a value for a keyword that is used for auto-foldering
• The destination folder was locked
• The destination folder is managed and not open
• The destination folder is managed, and the item already resides in a managed folder.

However, in the Unity Client, if you import a document and do not populate one or more of the keywords that are used in foldering that document type, the auto-folder does not notify the user or showcase any warning message. This idea would warn users when the auto-folder fails within the Unity Client, just like the Thick Client. Learn more here.

Idea (added by Jennifer Siegel): Add a Configurable Option to Prevent Users From Being Automatically Added to Load Balanced Queues
The current behavior is not consistent and Managers cannot access a queue for their load balanced associates without potentially being assigned work in it. Learn more here.

Idea (added by Jennifer Siegel): Allow Studios ‘Connection Strings’ for External Datasets and Autofills
Some organizations require database passwords to change on a regular schedule. When you have many configuration settings using them to manage, updating them individually is an arduous process. Learn more here.

Idea (added by Jennifer Siegel): DocPop Separate Licensing
Instead of using Workflow Concurrent licenses for DocPop connections, have a separate DocPop License that is either universal or has an unlimited count, so that users connecting specifically with DocPop URLs don’t have to worry about the license consumption filling up – the DocPop separate license covers all of those connections. Learn more here.

Idea (added by Jennifer Siegel): Retroactive Updates to Custom Actions
If user groups assigned to a custom action in a Unity form are removed or replaced, access to historical forms can be lost. This applies both in terms of changing the configuration of the custom action and, more dangerously, when a user group is deleted from Configuration. In the latter case, our experience has been that Hyland needs to be engaged to fix it in the database. Learn more here.

Idea (added by Jennifer Siegel): Requeue Failed Distribution Jobs from Dashboard in the Unity Management Console
When performing a failed distribution report there is no way to retry those jobs. Learn more here.

Idea (added by Jennifer Siegel): Improve Handling of File Type Whitelisting for Unity Form Attachments
Starting with EP1, document types can be configured with certain file types whitelisted for the document type. When a file is selected that is not of one of the whitelisted file types, there is no warning until the form is submitted. At that point, the form will save successfully and the user will get a warning that their attachment will not be saved. There is no opportunity for the user to go back and correct the attachment. Learn more here.

Idea (added by Jennifer Siegel): Provide Timely Release Notes
Having timely and complete information regarding the changes between versions of a software package is essential to making an informed decision on whether to upgrade to that version or not. Additionally, this provides customers information which greatly supports testing processes. Learn more here.

Idea (added by Jennifer Siegel): Provide Ability to “Cleanup” Orphaned Documents Once They Are Removed from the Unity/Agenda Form as Attachments
When a document attached to a form is deleted from the system, the user is left with an indicator that a document was once associated with this form. If the form is configured to only allow one document to be attached, the user is unable to attach a new document. Learn more here.

Idea (added by Jennifer Siegel): Add Ability to Attach Files When Opening a Support Ticket
Add the ability to attach multiple files when opening a support ticket so that the process can be more efficient for the customer and support staff. Learn more here.

Idea (added by Jennifer Siegel): Make ShareBase List View More Like Windows
While you can sort by Name, Date, Size, and Type, you can’t actually see all of that information in an effective way or save your view or sort order. Learn more here.

Idea (added by Jennifer Siegel): Allow Individual Keyword Dataset to Use WorkView Filters
Dashboards and Autofill Keyword Sets can both point to a WorkView filter as the source for data. For loose keywords that refer to WorkView to populate their datasets, the only way to accomplish this is with an external dataset configuration with a custom SQL query pointing to the OnBase database. Learn more here.

Idea (added by Jennifer Siegel): Save a Unity Form Without Closing the Form
In the case where someone is working on an extensive Unity Form, a user may get distracted for a while with meetings or etc. Currently, the only option to Save their current work also closes the Unity Form and executes System Events. There isn’t an option to Save progress, not execute system work and continue working on the form. Learn more here.

Idea (added by Jennifer Siegel): Comprehensive System to Allow Distributed Development and Administration of OnBase
Lists multiple areas where the ability to give newer and less experienced developers/administrators enough permissions to do work without allowing them to accidentally damage existing solutions would be helpful. Learn more here.

Idea (added by Jennifer Siegel): Have the Preview Feature Available While Importing .msg Files into OnBase
While importing a .MSG file, no preview is shown in the import screen as with other file formats. Learn more here.

Idea (added by Jennifer Siegel): Native Support for HEIF and HEVC File Formats
With the prevalence of mobile camera hardware, Apple and Android are saving to HEIF and HEVC formats by default. These standards are quickly becoming a larger percentage of imports. Learn more here.

Idea (added by Jennifer Siegel): Correct Data Source Field Name
Changing the field labels is an easy way to reduce confusion during configuration. The Data Source field in the ADO.NET connection is looking for the name of the installed database instance (i.e. servername\instance). The Datasource field in Config | Utils is looking for the Data Source Name value of the ADO.NET connection (i.e. friendly name). Learn more here.