How to Achieve Comprehensive OnBase Visibility

OnBase is a popular solution for enterprise content management that offers a wide range of features to simplify scanning, indexing, searching, and storing content for enterprises.

However, to ensure the ECM systems are running optimally, businesses must have comprehensive visibility into OnBase.

Reveille provides agentless monitoring tools that give enterprises a complete view and control over their ECM environments. Organizations can gain insights into user behavior, data security, and server performance to resolve issues before they impact the wider system.

In this guide, we explore the importance of visibility into OnBase processes and how Reveille is the key to an optimally performing ECM.

The Importance of Visibility in Enterprise Content Management

Enterprises often need to manage and store vast quantities of content. This makes visibility into content management processes imperative. With OnBase for content management, organizations can gain critical insights into:

How users navigate their ECM platforms
How and where documents are stored
Who has accessed documents
What revisions have been made
The progress of various projects

By mitigating manual processes and associated risks, enterprises can also identify their most significant inefficiencies and deliver improved customer value.

With Reveille’s proactive monitoring for OnBase, enterprises gain in-depth visibility into their ECM system performance.

These monitoring capabilities go beyond understanding content management processes—they offer total visibility and control in ECM environments. These functions ensure optimal performance, user adoption, and data security.

What is OnBase?

Hyland OnBase is an all-in-one enterprise content management (ECM) and business process management (BPM) solution.

By combining document management, records management and workflow automation, it allows businesses to capture, store, manage, and share various types of content, including documents, images, videos, and other digital assets.

Onbase does this on a single unified platform, which improves efficiency and reduces operational costs. This also means the ECM platform supports various business applications, such as accounts payable, human resources, contract management, and compliance.

If you want to dive deeper into the many uses of Onbase, we wrote a guide detailing everything you need to know.

Key OnBase Features for Enhanced Visibility

Here are the key features OnBase provides for enhanced visibility in content management processes.

Dashboards and Real-Time Reporting

OnBase provides real-time reporting, interactive dashboards and audit trails. Users can create and share custom dashboards in various formats, including charts, graphs, maps, scorecards and gauges. These dashboards are accessible via desktop and mobile devices, so users can view the data they need wherever they are.

These dashboards are point-to-click and configurable to analyze specific data businesses need to track. They provide filters and drill-down functionality to extract the exact information organizations need. Users can customize them to find only data related to specific content.

OnBase’s dashboards are intuitive and simplify complex data because of data visualizations. With Reveille for OnBase, organizations can track over 100 critical dashboard metrics. They can gain complete control and visibility into every aspect of their OnBase system performance.

Workflow Automation and Monitoring

OnBase offers robust workflow automation and monitoring to automate predictable tasks and increase productivity. Organizations can minimize tedious processes through automation, which speeds up processes and reduces bottlenecks. Businesses can also improve customer experience by resolving problems quicker and more accurately.

Through automation, OnBase helps enterprises reduce expenses. Manually handling high volumes of paper documents exposes companies to costly errors. For example, employees can misplace important content or file them incorrectly. These mistakes make it challenging and time-consuming to find critical information when required.

OnBase’s automation features deliver the following capabilities:

Content routing and sharing: Companies can automatically direct content to the correct workflows or users for review, digital signatures, and approvals.
Automated content enrichment: Generative AI provides on-demand content insights and prompt-based information discovery to improve productivity.
Case management: Teams can streamline how they manage records and activities related to cases and similar complex processes.
Search automation: OnBase allows users to save and share search queries and receive automated alerts when new content matching a search query is available.
Auditing automation: Content auditors can access automatically generated and predefined systems logs.
Robotic process automation: Bots are available to automate manual, rule-based processes, like data input and verification.

With such extensive automation capabilities, businesses can simplify data-handling processes and focus on high-value tasks.

Advanced Search and Retrieval Capabilities

Enterprises handle millions of documents every year. It is imperative to have an ECM platform that makes it easy and quick to search and retrieve the correct information. Fortunately, OnBase offers advanced search and retrieval capabilities:

Full-Text Search: Through a single, unified interface, OnBase can retrieve textual information by automatically scanning all the text on structured and unstructured documents. Users can perform this advanced search through keywords and phrases to quickly and easily locate the relevant content. Organizations can also create custom search queries, including score, file type, and summary.
Document Retrieval Using Note Search: OnBase users can search documents for notes using filters such as document types, keyword value, note type, note text, note creation date and note creator.
Document Retrieval Using External Text Search: Users with sufficient access control can search for specific text assigned to a Document Type or Document Type Group.
Retrieve by Document Handle: OnBase assigns each document a unique handle, which enterprises can use to search for the needed information.

With these search and retrieval functions, every enterprise business can effortlessly navigate through millions of documents and extract the necessary information.

Steps to Maximize Visibility with OnBase

OnBase offers a range of features and functions to help enterprises manage content. However, to get the most out of an ECM system, it needs to run optimally.

To gain complete visibility with OnBase, companies must:

Assess their content management goals
Customize document scanning and indexing
Implement proactive monitoring for total control over their ECM environments
Stay ahead of system performance through continuous tracking

Let’s explore these steps in more detail.

Asses Content Management Goals

The first step for a business to maximize visibility with OnBase is to identify and assess its content management goals. Organizations must outline their current relevant systems, content management processes, content security infrastructure, and workflows.

This approach will help them understand where the greatest inefficiencies lie and which areas of operation require the most optimization.

Enterprises must evaluate:

What types of content do they want to monitor?
What is the volume of this content?
What are the most significant bottlenecks in processing, monitoring and managing this content?
How can they design a scalable solution to monitor content?

Analyzing these aspects is imperative to understand how to deploy OnBase and correctly maximize data tracking and visibility.

Configure Document Scanning and Indexing

The next step is to configure document scanning and indexing to maximize visibility with OnBase. Users with the correct access must customize how OnBase will scan and index specific data via their web browsers. They must select the format, size, layout, batch type, and name.

These stages are imperative because they define how OnBase will process documents and where it will store this content. Without ensuring the correct approach, businesses will find tracking the information they need challenging because of poor organization.

Once enterprises have completed the first step and fully understand what content they want to monitor and achieve through tracking, it will be easier to configure accurate scanning and indexing settings.

Implement Proactive Monitoring

While OnBase does have built-in tracking features, these functions are related to content management performance.

However, with Reveille, enterprises will have complete visibility and control over their entire ECM system, from server and network performance to user access controls and security.

Proactive monitoring is critical because this ensures:

OnBase performs in optimal health
The correct users have access to the correct content
System inefficiencies are detected before they evolve
Productivity is maintained

Companies can track user behavior and understand how they navigate their ECM systems.

Stay Ahead of System Performance

Organizations must monitor OnBase and address any inefficiencies or errors continuously.

Fortunately, Reveille delivers real-time reports on OnBase system performance. Stakeholders can share and analyze these reports to identify the greatest inefficiencies in their processes and whether they have been solved.

Reveille automatically monitors OnBase’s system in real-time and deploys remediation to prevent red-level issues from evolving. These remediation techniques include:

Restarting failed ECM services, processes and containers.
Relaunching an ECM web application.
Disabling user access to contain a repository content access breach.
Updating capture breach metadata.

Our proactive monitoring will send updated reports reflecting these issues and the automated resolution actions. With these capabilities, companies can effortlessly stay ahead of OnBase performance with minimal manual intervention.

OnBase Industry Use Cases for Improved Visibility

Many industries can leverage OnBase to gain complete visibility of their content management processes.

Here are examples of how healthcare institutions, insurance companies, and digital media agencies use OnBase.

Health

Healthcare institutions can leverage OnBase to gain visibility in their content management systems. Hospital networks manage extreme volumes of content, and it is often difficult for staff to find and track the needed data. These organizations also manage complex unstructured data, such as medical device reports, clinic consult notes, EKGs, etc.

With OnBase and Reveille integration, healthcare organizations will have complete visibility over this information, allowing them to ensure patient records are secure and accessible.

Insurance

Like healthcare institutions, insurance companies must find solutions to digitize sensitive client information and improve data security.

With OnBase, insurance businesses can track claims forms and maintain compliance. Greater visibility leads to optimized productivity, allowing these companies to enhance their customer support and deliver quicker turnaround times.

Digital Media

Digital media companies manage high volumes of content. These teams must be able to track the project progress across various departments with minimal manual intervention.

Deploying OnBase is the ideal solution, giving digital media companies agile tracking of project and content statuses. They can also track archived projects and maintain data security by understanding which users have interacted with specific files.

Reveille for OnBase Delivers Robust Proactive Monitoring in Real-Time

OnBase is an ideal platform for ECM, allowing organizations to automate tedious content processes. They can gain critical insights into content management, configure user controls and leverage advanced search and document retrieval capabilities.

With Reveille for OnBase, enterprises will have complete control and visibility over their ECM systems. They can track over 100 dashboard metrics and receive automated reports of system performance.

To stay ahead of OnBase system performance and ensure it runs in optimal condition, try our Reveille demo today.