How the OnBase Salesforce Integration Works

Integrating OnBase with Salesforce can transform your document management and workflow processes, making them more efficient and user-friendly. This blog and the video below will walk you through the key benefits of this integration, plus two demos on how to import a document and how to use OnBase workflow.

How the OnBase Salesforce Integration Works

Top 3 Benefits of the OnBase Salesforce Integration

1. Quick Access to OnBase Content within Salesforce

One of the primary benefits of integrating OnBase with Salesforce is the ease of accessing OnBase documents and information directly within the Salesforce interface. This seamless connection not only saves time but also reduces your need for purchasing new storage in Salesforce.

2. Streamlined Document Importing

Importing documents into Salesforce from OnBase is a breeze. With a few clicks, you can upload documents related to specific accounts, complete with all necessary metadata such as invoice numbers and dates. This process not only simplifies document management but also ensures that all relevant information is easily accessible for future reference.

3. Enhanced Task Execution with OnBase Workflow

OnBase Workflow features within Salesforce allow for efficient task management and process advancement. Whether you’re approving invoices or managing other document-related tasks, the integration ensures that you can perform these actions quickly and effectively, right from the Salesforce interface.

How to Import a Document Using the OnBase Salesforce Integration

In our demo video, we showcased the process of retrieving and importing documents, as well as utilizing OnBase Workflow features within Salesforce. Here’s a breakdown of the steps covered:

1. Retrieving Documents

Launch the Browser you’re looking to use to log into Salesforce and log in. Next, navigate to the desired account in Salesforce by clicking the “accounts” tab at the top of your browser and then typing in the name of the account. Next, click on the “documents” tab, and log in to Hyland IDP to view related documents when you’re prompted to.

2. Open Your Desired Document

Once you’re redirected, a list of documents related to the account will be displayed. The search results use an OnBase customer query to define which documents will be returned and the keywords that will be displayed. Just like custom queries in the OnBase applications, we can filter and refresh our list.

To open up a document, double click, and you’ll see that the keywords are loaded on the left and the document is loaded on the right. Once the document is loaded, we can select a different display using the button in the bottom right with two diagonally pointed arrows. When you click on it, you’ll see options like “fit width”, “fit height”, “fit content”, and “actual size.”

3. Import a Document

To go back to import a document, click the blue back arrow button directly below the “H Content” header you’ll find in the “documents” tab. Next, make sure you’re on the account you want to import for and that you’re in the “documents” tab.

Once that’s confirmed, click the “import” button on the right side of your screen within the documents window. Then, select the document you want to import. Here, you’ll input the relevant metadata – in this demo video, we entered the invoice number, invoice date, and invoice total for the invoice we imported. When OnBase is finished importing your document, a green ribbon will appear confirming this, saying, “[document name] is imported successfully!”

Now that you’re done importing, click “cancel” in the bottom right of your window. To double-check that our invoice in the demonstration was imported properly, we then selected “AP – Invoices” in the dropdown menu next to the “import” button, and we saw the invoice we just added, confirming that it went through successfully.

How to Use OnBase Workflow to Approve an Invoice

To access OnBase workflow, click the “OnBase workflow” tab at the top of your browser. On the left side, you will see a list of the OnBase workflow lifecycles and queues that you have access to.

In this video’s demonstration, we explored how to approve an invoice. If that’s helpful to you, here’s how you can make that happen:

1. Navigate to Invoice Approval

If you have access to invoice approval, you’ll see “invoice approval” as an option under “Workflow Lifecycles and Queues.” Click on that, and you’ll see a list of invoices that need your approval.

2. Approve the Invoice

After you’ve reviewed the document, click on the downward facing arrow button on the right side of your screen and select “approve”. You’ll then see a green ribbon appear saying “The task is completed successfully. Please wait while the view is getting refreshed”, showing that the approval has gone through.

3. Check Your Work

Click on the “pending post to ERP” button, which you’ll see a few selections below the “invoice approval” button we used earlier. Then, click “Select Custom Query” in the top right corner. In the demo, we saw that our invoice is listed, which indicates that it was approved and has been moved to the correct queue.

If you’re interested in a deeper dive into the OnBase and Salesforce integration, the OnBase integration for Salesforce module reference guide is available on the Hyland Community. This guide provides comprehensive information on installation, configuration, and additional features.

To get a closer look at how to integrate Salesforce and OnBase, check out the video below.

How to Integrate Salesforce and OnBase

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