1_Arrivos-OnBase Integration.pdf

OnBase Integration

This document describes the approach and high level details about the integration of OnBase and

ARRIVOS.

ARRIVOS and OnBase Integration:

The integration between ARRIVOS and OnBase allows ARRIVOS to display links to the relevant document images that are saved in OnBase. Also, any documents that are created in ARRIVOS (letters, Forms, estimates etc…) will automatically be sent to OnBase along with the necessary indexing information.

Points of Integration:

• OnBase Query: ARRIVOS will query OnBase to get a list of existing image details so that they can be displayed on ARRIVOS screens.

• ARRIVOS to OnBase: Provide documents and indexing information to OnBase when a letter or a document gets created in ARRIVOS. This is true if any of the information that is part of the document index is updated. (example: fix an incorrect SSN)

• OnBase to ARRIVOS: when a letter or a form gets scanned, depending on the document type and plan ARRIVOS will need the info to initiate a workflow, move a WF out of waiting for info step etc… This is true for any changes that are made to the indexing information to an existing image.

• Image Capture to ARRIVOS: During the indexing process in Image Capture certain values may be needed to complete the indexing process. An oracle database view will be provided with the desired values.

In the case of ARRIVOS to OnBase and vice versa the data transfer is achieved by making entries in the OnBase_Link database. The OnBase_Link is a SqlServer database that is created on the OnBase server and will serve as the link between OnBase and ARRIVOS. (The list of tables and their structures are listed at the end of this document).

OnBase Query:

ARRIVOS will use the API provided by Hyland to fetch document details from OnBase. The details fetched may range from the list of all the documents for a member or narrowed down to a few document types based on a WF where the information is getting displayed. ARRIVOS will not fetch the actual document itself. It will get enough information to build a link that will open the exact document in the OnBase Unity client installed in the user’s machine. Only the link is displayed in the ARRIVOS screen.

ARRIVOS application server will be using ‘API query license’ provided by Hyland to connect to the OnBase.

Workstation IRIS Application Server

OnBase Server

OnBase

OnBase_Link

Screen / WF information

Query Using API

Document names and IDs

Unity Client Links

OnBase Query

ARRIVOS to OnBase:

New document:

When a letter, form, email or any other document is generated by ARRIVOS, it will have to be imaged and indexed under the member / employer. In order to achieve this the following steps are performed

1. ARRIVOS will generate the document / letter / email etc…

2. ARRIVOS will save the document in a network folder that can be accessed by OnBase

3. ARRIVOS will make an entry into the ARRIVOS_to_OnBase table in the OnBase_Link

Database with the status of ‘New’

4. OnBase will process all the records with the status of ‘New’ and import them into OnBase.

The Status is also changed to ‘Processed’. (The OnBase process will be developed by PERSI)

Updates to values that affect indexing:

When certain values are updated in the member/employer account the corresponding index values of the images in OnBase have to be updated too. When such values change the following steps are performed

1. When values related to index values change, ARRIVOS will make an entry in the ARRIVOS_Index_changed table of the OnBase_Link database. The status of the record will be set to ‘New’

2. OnBase will process all the records with the status of ‘New’ and import them into OnBase.

The Status is also changed to ‘Processed’. (The OnBase process will be developed by PERSI)

OnBase to ARRIVOS:

New document:

When a new document / letter / email / form gets scanned and indexed in OnBase, ARRIVOS will have to be informed. This is because there are business processes and workflows that are dependent on these documents. This integration is achieved as follows

1. OnBase will create an entry in the OnBase_to_ARRIVOS table of the OnBase_Link database.

The status will be set to ‘New’

2. ARRIVOS will scan this table periodically to get the new values and perform one of the following based on the member, document type and plan info provided by OnBase

a. Create a new WF

b. Move an existing WF out of a waiting state

c. Do nothing (if a WF is already in existence)

Updates to document indexes:

When indexing information of a document gets updated, based on the index values some updates have to be made to ARRIVOS. This can range from cancelling an existing workflow to creating a new workflow.

Image Capture to ARRIVOS:

During the manual scanning and indexing of letters/ forms and documents the indexing program may require some information from ARRIVOS. An ARRIVOS database view (in Oracle) will be provided for this purpose. The basic structure of this view is as follows.

Image Capture to ARRIVOS: