1. PRODUCTVIEWS USERPROGRAMS with Colleen Alber Design & Implement a DKT Solution

2. Document Knowledge Transfer Document Knowledge Transfer (policy and procedure administration)

3. Distribution is unorganized. Tracking is a challenge.

4. DKT

5. Enables organizations to rapidly distribute and easily track compliance of required reading.

6. Administrator Document or Employees M Reporting DKT

7. Create a more efficient process Reduce time and cost of distribution Track required reading status Assure reading compliance Hold employees accountable

8. Terminology

9. 3 1 2 4

10. Required Reading Document An OnBase document employees are required to acknowledge. 1

11. Required Reading Document Policies Procedures Handbooks Manuals Instructions

12. Required Reading Document Reading Group Reading Group privileges override Document Type privileges. M

13. File Types Any file format can be stored in OnBase and utilized with DKT! This even includes AVI, MPG, MP3, etc!

14. Publish to DKT 1.Right-click Menu Option Knowledge Transfer | Add to Reading Group 2.Reading Group Configuration Auto Assign Doc Type 3.Workflow Action Doc - Assign This Document to Reading Group

15. Document Comment Comment added by Reading Group Administrator! New in 9.0

16. PRODUCTVIEW Considerations: Required Reading Document Use a single Document Type Group for Policies Use multiple Doc Types for segmented Admin privileges (Users dont need Doc Type access!) Use Image or Text file types to require Require All Pages Viewed Use EDMS to create document revisions

17. Reading Group Employees with shared reading requirements. 2

18. Reading Group User Group Users M Reading Group M New members are automatically given all required reading!

19. Acknowledgement Tiers Acknowledge Acknowledge with Password (Require Authentication) Acknowledge with Digital Signature (Require Digital Signature)

20. 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

21. 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

23. (Other) E-mail Notifications Send customized system notifications when documents are approved, added or rejected via DKT! Greatly enhanced in 9.0!

24. Customized Notifications Document Added Document Approved Document Rejected New in 9.0

25. 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)

26. Approval Group Employees that must first approve a document prior to distribution. 3

27. Approval Group Users M Approval Group M Option to have Any or All members approve document.

28. 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!

29. PRODUCTVIEW Considerations: Approval Group Created/assigned in the Client One rejection, rejected for everyone Cant capture rejection reason Users can belong to multiple Approval Groups Complex Approval often requires Workflow

30. Reading Group Administrator User that manages a Reading Group and its Approval Group. 4

31. Reading Group Administrator User Group Users M Reading Group M Reading Group Administrator Reading Group Administrators are typically NOT OnBase Administrators. Approval Group M &

32. 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

33. Department Manager Administrative View

34. Tracking Solution Document Administration Remove document Re-add document Remove reading requirements E-mail delinquent User Administration DocumentUser

35. 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

36. 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.

37. How does it all fit?

38. DKT Reading Group Administration Required Reading Documents Approval Groups Reading Groups

39. Other

40. 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

41. 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

42. User Options Only open Reading Group Viewer on startup if there are documents that require acknowledgement!

43. 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

44. Compound Reading Groups

45. 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 Client Designed for onetime (ad-hoc) use

46. All Employees Reading Group Single Reading Group Distribution Tracking Send the right documents to the right employees Check reading status, reminders, reporting

47. All Employees Reading Group Sales Operations HR Multiple Reading Groups Approval No Approval Distribution Tracking Send the right documents to the right employees Check reading status, reminders, reporting No Approval

48. All Employees Reading Group Sales Operations HR Reading Group Administrator Distribution Tracking Send the right documents to the right employees Check reading status, reminders, reporting

49. Sales Operations HR Distribute: ORG – Policies Track: ORG – Policies Distribute: DEPT – Policies Track: DEPT – Policies Distribute: DEPT – Policies Track: DEPT – Policies Distribute: DEPT – Policies Track: DEPT – Policies Multiple Reading Groups

50. Sales Operations HR Distribute: ORG – Policies Track: ORG – Policies Distribute: DEPT – Policies Track: DEPT – Policies ORG – Policies Compound Reading Groups Distribute: DEPT – Policies Track: DEPT – Policies ORG – Policies Distribute: DEPT – Policies Track: DEPT – Policies ORG – Policies

51. 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

52. Thank you! Colleen Alber