productviews userprograms with colleen alber design & implement a dkt solution
TRANSCRIPT
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PRODUCTVIEWS
USERPROGRAMS
with Colleen Alber
Design & Implement a DKT Solution
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Document Knowledge Transfer(policy and procedure administration)
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What’s the problem?
Distribution is unorganized.
Tracking is a challenge.
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DKT
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Document Knowledge Transfer
Enables organizations to rapidly distribute and easily track
compliance of required reading.
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Administrator Document
or
Employees
M
Reporting
DKT
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Terminology
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Required Reading Document
Reading Group
Approval Group3
1
2
Reading Group Administrator4
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Required Reading Document
An OnBase document employees are required to acknowledge.1
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Required Reading Document
PoliciesProceduresHandbooks
ManualsInstructions
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Required Reading Document
Reading Group
Reading Group privileges override Document Type privileges.
M
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File Types
Any file format can be stored in OnBase and utilized with DKT!
This even includes AVI, MPG, MP3, etc!
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Publish to DKT
1. Right-click Menu OptionKnowledge Transfer | Add to Reading Group
2. Reading Group ConfigurationAuto Assign Doc Type
3. Workflow ActionDoc - Assign This Document to Reading Group
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Document Comment
Comment addedby Reading Group
Administrator!
New in 9.0
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PRODUCTVIEW
Considerations: Required Reading Document
• Use a single Document Type Group for Policies
• Use multiple Doc Types for segmented Admin privileges (Users don’t need Doc Type access!)
• Use Image or Text file types to require “Require All Pages Viewed”
• Use EDMS to create document revisions
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Reading Group
Employees with shared reading requirements.2
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Reading Group
User Group
Users
MReading Group
M
New members are automatically given all required reading!
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Acknowledgement Tiers• Acknowledge
• Acknowledge with Password(Require Authentication)
• Acknowledge with Digital Signature(Require Digital Signature)
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Reading Group Options• Require All Pages Viewed
• Enable Deadline Date
• Enable Document Expiration
• Allow Documents to be Approved
• Allow Documents to be Rejected
• Delinquency Notifications
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Delinquency Notifications
Automated (System) E-mail Notifications:• Send before or after delinquency occurs• Completely configurable
o prior to/days delinquent o notification text
• Send to delinquent User (employee)• Send to Compliance Administrator(s) (manager)• Include display URL (link to document)*• Requires –DKTUPDATE switch *New in 9.3
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Delinquency Notifications
*New in 9.3
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(Other) E-mail Notifications
Send customized system notifications when documents are approved, added or
rejected via DKT!
Greatly enhanced in 9.0!
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Customized Notifications
Document AddedDocument Approved
Document Rejected
New in 9.0
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PRODUCTVIEW
Considerations: Reading Group
• Establish Employees as OnBase Users• Manually, Import, Active Directory
• Created in OnBase Configuration
• Admin should be Reading Group member
• Users can belong to multiple Reading Groups
• Rejection optional – can capture rejection reason (standard dialog or E-Form)
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Approval Group
Employees that must first approve a document prior to distribution.3
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Approval Group
Users
M
Approval Group
M
Option to have “Any” or “All” members approve document.
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Approval Tiers• No Approval
• Allow Approval• Any to Approve• All to Approve
• Require Approval• Any to Approve• All to Approve
• Multiple Approval Groups
As soon as one approver rejects a document, it is rejected for the entire Approval Group
and removed from the Document Approval Viewer!
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PRODUCTVIEW
Considerations: Approval Group
• Created/assigned in the Client
• One rejection, rejected for everyone
• Can’t capture rejection reason
• Users can belong to multiple Approval Groups
• Complex Approval often requires Workflow
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Reading Group Administrator
User that manages a Reading Group and its Approval Group.4
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Reading Group Administrator
User Group
Users
MReading Group
M
Reading Group Administrator
Reading Group Administrators are typically NOT OnBase Administrators.
Approval Group
M&
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Reading Group Administrator• Manage Reading Group membership
• Add/Remove Users & User Groups• Manage Approval Group membership
• Create Approval Groups• Add /Remove Users
• Add Required Reading documents• Track Required Reading Status
• Document Administration• User Administration
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Tracking Solution
DepartmentManager Administrative
View
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Tracking Solution• Document Administration
• Remove document• Re-add document• Remove reading requirements• E-mail delinquent
• User Administration
Document User
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PRODUCTVIEW
Considerations: Reading Group Administrator
• Only need Client access (no Configuration, HASP)
• Typically departmental manager/supervisor
• Document/User Administration available from OnBase Client only
• Can have multiple Admins with varied privileges
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PRODUCTVIEW
Reading Group Admin Privileges
• Document: Add/remove documents• Member: Add/remove reading group members• Approval: Add/remove approval group members• Compliance: View reader compliance• Administrative Assistant: Acknowledge
documents by proxy• Document History records Acknowledgement by
another user.
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Other
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Active Directory (NT Authentication/LDAP)
• OnBase User Group that matches Active Directory User Group
• User Group added to Reading Group• Reading Groups have to be manually created
• At first auto-login, User created in OnBase User Group
• Assigned required reading documents based on Reading Group membership
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Knowledge Transfer Server (-DKTUPDATE)
Add to OnBase Client shortcut:• Sends delinquency notifications• Removes documents that have passed their
expiration date• Re-adds documents whose acknowledgement
has expired• Sends notifications for documents whose
availability date is later than import date
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User Options
Only open Reading Group Viewer on startup if there are documents that require acknowledgement!
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Web Server StatusView / SharePoint• DKT Portlet / Web Part• Reading Group:
• One or All• Filter items by:
• Overdue, Reference, Viewed, Not Viewed• Consume license at click to open document• Acknowledge directly from document
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Compound Reading Groups
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What are Compound Reading Groups?
• Compound Reading Group• Parent Reading Group composed of two or more
Child Reading Groups
• Two Types• Explicit: created in Configuration
Designed for multiple use
• Implicit: created dynamically in ClientDesigned for onetime (ad-hoc) use
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All Employees Reading Group
Single Reading GroupDistribution Tracking
Send the right documents to
the right employees
Check reading status,
reminders, reporting
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All Employees Reading Group
Sales
Operations
HR
Multiple Reading Groups
Approval
No Approval
No Approval
Distribution Tracking
Send the right documents to
the right employees
Check reading status,
reminders, reporting
No Approval
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All Employees Reading Group
Sales
Operations
HR
Reading Group AdministratorDistribution Tracking
Send the right documents to
the right employees
Check reading status,
reminders, reporting
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Sales
Operations
HR
Distribute: ORG – PoliciesTrack: ORG – Policies
Distribute: DEPT – PoliciesTrack: DEPT – Policies
Distribute: DEPT – PoliciesTrack: DEPT – Policies
Distribute: DEPT – PoliciesTrack: DEPT – Policies
Multiple Reading G
roups
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Sales
Operations
HR
Distribute: ORG – PoliciesTrack: ORG – Policies
Distribute: DEPT – PoliciesTrack: DEPT – Policies ORG – Policies
Compound
Reading Groups
Distribute: DEPT – PoliciesTrack: DEPT – Policies ORG – Policies
Distribute: DEPT – PoliciesTrack: DEPT – Policies ORG – Policies
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Benefits of Compound Reading Groups• Child Administration
• Administration performed at a more granular level• Distribution
• Add documents once and distribute to all• Tracking
• Multiple compliance administrators that see only assigned users/employees – not all
• View assigned documents for parent and child reading groups
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Thank you!Colleen Alber