Collaboration

OnBase Collaboration allows users to share documents, ideas and conversations through centralized virtual workspaces. Users can work together in an ad hoc manner with information stored in one central location and in conjunction with threaded conversations and online meetings. Collaboration enables users to work in a disconnected environment to overcome geographical and timing barriers, so groups can easily work on projects, edit documents and complete business deliverables together.

Users can create workspaces and assign other users permissions to access those workspaces, providing a single point of reference for all information. Hierarchical discussion threads with reply posting capabilities can be established either on documents,  WorkView objects or within a workspace itself. Documents and  WorkView objects are easily linked into workspaces to share and edit information. Changes made to objects are reflected throughout OnBase and vice versa.

A smooth integration with the Citrix® GoToMeeting™ online meeting service provides organizations with even greater flexibility to manage ad hoc, document-centric tasks. This synchronous collaboration capability allows designated users to schedule and host online meetings through OnBase Collaboration workspaces. These online, real time meetings can extend the workspace to include non-system users, such as public customers, partners and vendors outside the office.

All privileges within the workspace, such as rights to add/remove items, begin discussion threads or schedule meetings, are based on users' defined security permissions. When new threads, documents or scheduled meetings are added to the workspace, users can be automatically notified via e-mail.

Application

Organizations challenged with multiple work groups that may be spread across several locations and departments will ideally benefit from OnBase Collaboration. By providing a common workspace environment with integrated online meeting capabilities, groups can share documents, information and ideas in order to manage critical business tasks. OnBase Collaboration can enhance the business process and provide an alternative to costly business travel or extended deadlines due to inability for users to work together in person.

An Accounts Payable (AP) clerk, for instance, may receive an angry call from a vendor claiming that the appropriate discount was not applied to their account. The clerk could quickly create a workspace and the users invited to participate would be notified. Users could include the account representative who is working from the road, the chief financial officer who is at a branch office overseas, a member of the legal team working onsite and/or anyone else who can provide insight.

Documents within the workspace could include all applicable invoices, the vendor contract, past correspondence and more. Perhaps a similar dispute or other interaction occurred in the past and had been documented in WorkView ; that object could be included as well. The participants could provide their opinions, discuss possible strategies and debate the appropriate course of action. If needed, an online meeting can be scheduled and conducted through the workspace and can include decision makers outside the office or even the vendor. The problem can be resolved more quickly because, rather than have the clerk try to independently contact each decision maker using disparate communication tools, s/he can now engage them and provide the opportunity for them to come to a consensus using a centralized solution.

Core Features

• Share OnBase documents and  WorkView objects through workspaces

• Schedule and conduct Web-based meetings

• Hierarchical discussion threads with reply posting capabilities

• E-mail notifications

• Controllable access at the user group and user levels