EDMS Tips and Tricks: Things You Might

Not Remember from Training

January 3, 2019

Welcome!

Presenting:

Justin Swain, EDMS Training Manager

About this series:

Improving worker efficiency

Developing advanced EDMS skills

Agenda:

Topics

Tips/Tricks

Q & A session

Additional webinars and idea submission

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Topics

Compass Capture

Choosing from multiple autofill

records

Compass Forms

Using Form Favorites

OnBase

Performing effective searches

Using the Virtual Printer

Working with ad hoc tasks

OnBase Workflow

Understanding key concepts

(trigger documents, routing, etc.)

Locating related documents

Removing documents from

Workflow

Using the combined inbox

Working with proxy forms

Understanding “Missing

Information”

Tips/Tricks

Compass Capture: Choosing from multiple autofill records

Performing an autofill search on SSN or name may bring back records for multiple cases/program areas

You can select two or more lines by holding down CTRL on your keyboard while clicking the desired record(s)

Remember: selecting multiple autofill records may populate multiple recipients. Be sure to remove any unwanted recipients before scanning or submitting your document(s).

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Tips/Tricks

Compass Forms: Using Form Favorites

Two common reasons to use Forms Favorites: To return to the same form at a later time To create a personal “starter” template

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Tips/Tricks

OnBase: Performing effective searches

You can use the ENTER key on your keyboard to perform a search instead of clicking the “Search” button.

After entering a text value (such as name), hit ENTER once. After entering a number (such as SSN), hit ENTER twice.

You can search on multiple values of the same keyword and use a Boolean operator (“and” or “or”) to customize the search.

Double-click the keyword name to add another field and reveal the Boolean operator.

You can type an asterisk (*) after a text value to perform a wildcard search. For example, searching on JO* in the LAST NAME field will bring back results for Jones, Johnson, Johns, Jolls, etc.

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Tips/Tricks

OnBase: Performing effective searches (cont’d)

From the custom query results, use the down arrow on the tab to find options to refresh the results set or open the results set in a new window.

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Tips/Tricks

OnBase: Using the Virtual Printer

The virtual printer is a great way to get electronic documents into EDMS without having to print/scan.

Make sure OnBase is running first!

Select the Hyland Software Virtual Printer from the list of devices when “printing” from your source document.

Perform autofill searches on the virtual print window using either the SSN or CASE NUMBER fields.

Simply enter a value and press TAB on your keyboard.

When routing to workflow, always ensure you place a “YES” value in the KEEPINWF keyword.

You can route to multiple recipients by adding more CASE MANAGER or MGMT BANK fields. Double-click the keyword name to add another field.

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Tips/Tricks

OnBase: Working with ad hoc tasks

Any task you perform in workflow will be executed on the currently selected inbox item.

Ensure the correct document is selected before clicking the desired task button.

Tip: Most tasks can be performed on multiple workflow items at once. Highlight several documents at once using the SHIFT or CTRL buttons on your keyboard, or by clicking and dragging over the list of documents in the inbox.

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Tips/Tricks

OnBase Workflow: Understanding key concepts

Workflow Routing:

When a recipient is selected when a document is submitted to EDMS, it will route to workflow. In most cases, it will route to the person or bank selected as the recipient.

Exceptions: some documents for Work Activities, PRC, NET, Benefit Recovery, State Hearings, Child Care

Trigger Documents:

Documents that are set up to land in a specific queue based on what they are. Examples include 7200, Interim Reports, Checklists, Requests for Contact.

Many of these are automatically assigned a follow-up date to ensure they’re worked in a timely manner.

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Tips/Tricks

OnBase Workflow: Locating related documents

When processing a document, it’s a good practice to search multiple ways to located related documents.

Perform separate queries using case number(s), SSN, and/or name to locate all documents that may have been indexed to only one of the values.

Use the “View Related Documents” task

Use the “Documents in Workflow” custom query

The “Related Items” tab in Workflow is no longer functioning.

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Tips/Tricks

OnBase Workflow: Removing documents from Workflow

The majority of documents submitted to EDMS are routed to Workflow.

Some of these documents do not need to be in Workflow.

It’s a good practice to remove documents that do not need to be in Workflow by Filing Away whenever possible.

After performing searches, use the “File Away from Mgmt Bank” system task on the “Tasks” tab to remove a document.

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Tips/Tricks

OnBase Workflow: Using the combined inbox

The combined inbox in Workflow allows you to create a customized view of selected workflow queues.

Acts as a “one stop shop” where users can see all documents in the selected queues in one box.

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Tips/Tricks

OnBase Workflow: Working with proxy forms

If multiple recipients are selected when submitting a document, a proxy form is created for each recipient.

These proxy forms function independently of one another and are “pointers” or “shortcuts” to the original document.

Additionally, they will appear in search results.

When a proxy form is removed from workflow (filed away), it will no longer appear in search results.

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Tips/Tricks

OnBase Workflow: Understanding Missing Information

The most common reason a document lands in a “Missing Information” queue is because it’s submitted without a case number.

When scanning or virtually printing applications for a case that is not yet known, ensure a value of all zeros is manually entered into the case number field to prevent the item(s) from routing to Missing Information.

Less common: no SSN or last name on document. This could happen on the virtual print or upload screens in OnBase.

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Q & A SESSION

Please use the “Questions” pane on the webinar control panel.

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Additional Webinar and Idea Submission

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This series takes place throughout the month of January.

A live version of each part will be offered each Thursday at 10:30 AM. A “re-run” of each live session will be played the following Tuesday at 10:30 AM.

Part 2: Gaining Efficiencies in Everyday Work Thursday, January 10, 2019, 10:30 – 11:30 AM Re-run: January 15, 2019, 10:30 – 11:30 AM

Part 3: Making Workflow Work for You Thursday, January 17, 2019, 10:30 – 11:30 AM Re-run: January 22, 2019, 10:30 – 11:30 AM

Part 4: What’s in the Supervisor Toolbox Thursday, January 24, 2019, 10:30 – 11:30 AM Re-run: January 29, 2019, 10:30 – 11:30 AM

Part 5: County Requested Topics Thursday, January 31, 2019, 10:30 – 11:30 AM Re-run: February 5, 2019, 10:30 – 11:30 AM

Additional Webinar and Idea Submission (cont’d)

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Users are encouraged to submit ideas for Part 5: County Requested Topics using an online survey.

A link to this survey will be included in a follow-up communication that will be sent after the conclusion of this session.

Conclusion

Thanks for your attendance today!

Be on the lookout for the follow-up communication, which will include:

Link to this session’s slide deck Link to sign up for this session’s “re-run” Information about additional sessions Survey link

As always, your EDMS Help Desk is here to help:

edmshelp@teamnorthwoods.com

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