EDM Services

OnBase Electronic Document Management (EDM) Services controls and tracks the modification of documents stored in OnBase through revisions and versions. Through the library services and version control offered in EDM Services, organizations can centralize the management of critical business documents that are changed by providing offline synchronization for remote users, ensuring that they are always accessing version-accurate copies.

Users can save revisions and stamp versions of any document type stored in the OnBase repository. A seamless integration with Microsoft® Office allows users to open, edit, save and access other OnBase functionality related to Office documents, either directly in OnBase or from the native Office application. The ability to view multiple revisions of a single document and make specific versions available for public access through version control provides a complete audit trail of all changes and allows users to view the specific information they require.

Users can “check out” OnBase documents and store local copies to their desktops through the EDM Briefcase. By checking out a document, other users are able to access the same document with read-only permissions, removing the possibility of simultaneous edits and revisions. Documents stored in the Briefcase can then be revised, reviewed and saved, so that when the user reconnects to OnBase, revised documents stored in the Briefcase are either automatically or manually uploaded to OnBase and revisions are synchronized. The EDM Briefcase also offers a Reference section to store frequently revised documents or templates as a read-only reference, making them available to users that are disconnected from OnBase without locking out other users. A New Documents section allows users to drag and drop documents into the Briefcase for later import into OnBase.

Additional EDM Services functionality includes document templates, image markups and the ability to drag and drop multiple documents from the Windows® desktop into OnBase.

Application

Organizations that want to centralize the storage of evolving business documents can improve control and management of these documents, improving customer service, supporting accountability initiatives and preventing redundant labor. For instance, a company may store policy and procedure manuals generated in Microsoft Word in OnBase and assign the right to modify these documents to only a limited number of users. During a routine review process, those authorized users may opt to check out documents to review or revise the sections of the documents for which they are responsible. Until the review is final, users without these privileges may be directed to the approved version of the manual. For accountability purposes, managers can review the audit trails of these documents to determine who has accessed them.

Core Features

• Versions and revisions control public and draft access rights

• Office Add-In integrations allow users to stay inside Microsoft Office applications while working on documents stored in OnBase.

• Document check-in/check-out

• Automatic upload and synchronization of revisions

• Document Templates standardize formatting and text copy

• Image markups

• Multiple file drag-and-drop import