OnBase Guide - Workflow - Real-Time SearchMatch

Transcription

1 OnBase Guide - Workflow - Real-Time SearchMatch Goal: Provide the details necessary for using the Real- Time Checklist Workflow Functionality in OnBase Complexity Level: Departmental Administrative Users 7/6/2017

2 Table of Contents Background... 3 OnBase Tools Needed... 3 Steps to execute in OnBase Configuration... 3 Steps to execute in OnBase Studio... 6 Steps to execute in OnBase Studio Example Lifecycle Testing the Solution

3 Background OnBase and the Master Data Management (MDM) system are integrated to provide real-time Search Match functionality. Search match is a process where a document can be inserted into OnBase with only basic bio demo data (first, middle, last name) and the MDM system will attempt determine the correct person record and supply the resulting Student ID or Employee ID. OnBase Tools Needed To create and configure the components for this integration you will have to use these OnBase tools. 1. OnBase Configuration: To create Doctypes, apply Keywords 2. OnBase Studio: To create the Lifecycles, Queues and Actions Please reference other guides for installing and configuring each of the products. Steps to execute in OnBase Configuration To use the OnBase Checklist Update functionality there are some configuration steps you need to complete in the OnBase Configuration tool. 1. Create a Doctype for the original document (if not already created) 2. Apply the X - ICS - Basic Student Info Keyword Group to the doctype. This will apply the basic student keywords for student documents. (if not applied) 3

4 3. Two keywords are necessary for this workflow. Apply these keywords to all doctypes that will be executing Search Match. - Workflow Origin - Document Handle NOTE: If you have already applied the X - CL - Checklist Keywords (EIS) keyword group to the doctype, you will already have the Document Handle keyword and do not need to re-apply it. 4. You can also choose to have the checklist keywords set as Hidden as well. Just check the HID box next to each keyword as necessary. 4

5 5. Click on Close when done. 6. Once all of your changes are complete, click on Save to save the doctype and close out of the Keyword Type Selection dialog. 7. The Search Match workflow uses a set of pre-defined Workflow Groups for managing the exceptions by campus: o Workflow - B - ADM - Search Match Verifier o Workflow - C - ADM - Search Match Verifier o Workflow - D - ADM - Search Match Verifier 8. Using the OnBase Configuration tool, populate these groups with departmental users that can review, process and determine the identity of the student during the manual review steps that will be documented later in the guide. 9. This completes all configuration steps necessary in the OnBase Configuration tool. 5

6 Steps to execute in OnBase Studio OnBase Studio is the tool where you can create Workflows, Lifecycles, Queues, Tasks, Actions and Timers for your business process. In OnBase workflow, a document can live in multiple lifecycles at the same time. The Search Match process takes advantage of that ability to have the document stay in the original lifecycle while simultaneously also being processed in the Search Match lifecycle. The basic process for invoking the real-time Search Match process boils down to four discrete steps. 1. Determine if the document needs to go through Search Match in the Original Lifecycle. For example: o Student ID is missing o Student ID is all zeros 2. Set Properties and Keywords in the Original Lifecycle to prepare for Search Match. Note: there are certain values that can be collected and applied to Properties but cannot be applied directly to Keywords. Therefore, we must first collect the value in a property and then set the Keyword from the Property. o Clear Property WFOrigin o Clear Property DocHandle o Set Property WFOrigin o Set Property DocHandle o Set Keyword Workflow Origin o Set Keyword Document Handle 3. Execute the Search Match by adding the document from the original lifecycle to the Search Match Lifecycle, but not removing the document from the original lifecycle. o The original document stays in the original lifecycle until the Search Match process is complete. Note: A number of documents may collect in this lifecycle and queue over time, this is expected. o A special HTML form is created with keywords from the original document inside of the Search Match Lifecycle to control the internal process and collect the Search Match results from MDM 6

7 4. Evaluate the results in the Search Match Lifecycle. There are three possible outcomes: o Match: One match where Match Score >= 95% o Update the original document with the Person data from the search match HTML form o The original document is pushed onto the next queue in the Original Lifecycle o HTML form that is tied to the original document is deleted NOTE: Setting up this step requires customization of the Search Match Lifecycle and should only be modified by UIS staff o No match: No possible matches o The HTML form moves to the UnMatched Document queue in the Search Match Lifecycle o Original document stays in the queue in the original lifecycle (again these will collect in the original lifecycle for some time) o The HTML form is re-evaluated each night at 8pm to see if a match can be found o If no matches can be found after 120 days, the HTML form and the Original document are both removed from the Lifecycles and both deleted from OnBase o Multiple matches: (More than 1 possible match) o The HTML form moves to the SM-Search Match Verification queue in the Search Match workflow as defined by the Campus Code keyword: SM-Search Match Verification CUBLD SM-Search Match Verification CUDEN SM-Search Match Verification CUSPG o Each Campus will need to have users populated in these Workflow groups to process the multiple matches Workflow - B - ADM - Search Match Verifier Workflow - C - ADM - Search Match Verifier Workflow - D - ADM - Search Match Verifier o The manual reviewer will open both the HTML form with the Search Match results and the original document at the same time to identify the correct match NOTE: This can be done be selecting both the Primary Viewer and Secondary Viewer in the Unity client. (See the following screenshots) o Once the correct match has been selected, the original document will be updated with the selected Person data o The original document is pushed onto the next queue in the Original Lifecycle 7

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9 OnBase Search Match Flowchart Original Life Cycle X - SM - Search Match (EIS) Life Cycle Does the document need to go through Search Match? Yes Create HTML Form and Send to Biztalk/EIS Server OnBase Biztalk/ EIS Server Set Properties and Keywords Evaluate the Results Oracle Service Bus No Match Add Doc to the Search Match (EIS) Life Cycle HTML Form routed to UnMatched Document queue, re-evaluated each night Master Data Management System (MDM) Multiple Matches HTML Form routed to Search Match Verification queue for manual review Match Document Stays in Original Life Cycle waiting for Search Match Result Original Doc updated w/ bio demo data, original doc pushed forward to next queue in LC Done 9

10 Steps to execute in OnBase Studio Example Lifecycle We have provided an example Lifecycle that can be used as a reference and copied into your own Lifecycles where needed. This example Lifecycle is called X - SM01 - SearchMatch Example. This lifecycle has two Queues, but only the first one is necessary, as the second queue would be the next steps in your original lifecycle. 10

11 This is the basic breakdown of the work: X - SM01 - Search Match Queue System Work: SM01 - Student ID Validation SM01 - Set Properties and Keywords SM01 - Add document to SearchMatch (EIS) LifeCycle If you look closely at the SM01 - Add document to SearchMatch (EIS) LifeCycle step it is using the Add Item to Other Life Cycle action. This is what allows the document to stay in the original lifecycle while also executing in the SearchMatch (EIS) Life Cycle. This is what is triggering the Search Match with MDM. Unlike the Checklist Processing Lifecycle, all exception handling within Search Match is handled inside of the main Lifecycle. 11

12 There is a separate Search Match guide for managing the exception handling process that is designed for end users. Finally, if you want to copy the example X - SM01 - Search Match Queue queue, please make sure that you use the Paste a copy of the item and Paste a copy of the children options so that you do not disturb the example lifecycle. This completes the configuration steps necessary in the OnBase Studio tool. 12

13 Testing the Solution To test the checklist integration, we have created multiple Item Generators in OnBase Studio. These let you test life cycles in a variety of ways and even orchestrate which queue and specific values to start the process. 13

14 Please note that we have set these up to generate multiple documents at the same time and to generate random values for some of the Checklist keywords. Feel free to modify these to suite your needs with your own doctypes, lifecycles, queues and values. 14