Summary:

Rapid technological advancements can leave organizations with outdated functionality and fragmented data across multiple, unconnected systems. Regularly evaluating and updating technology solutions provides a competitive advantage and enhances the customer service experience. We assisted this client in selecting and implementing a new cloud-hosted document management solution and integrating it with their Salesforce interface. This update equipped them with the latest functionality, enabling a seamless and smooth customer experience.

Challenge:

Our equipment leasing and finance client sought a new document management system (DMS) to handle new customer documents and required assistance with migrating existing documents from their Aspire application. Additionally, they needed an integration with Salesforce to allow users to upload new customer documents and, after a specified period, migrate and archive those documents in the new DMS. The archived documents needed to be viewable from the DMS within the Salesforce interface, all hosted in a secure Cloud environment.

Solution:

Initium SoftWorks (ISW) implemented the OnBase Enterprise Content Management (ECM) system in the Hyland Cloud. The solution included:

• Document Taxonomy Creation: ISW collaborated with the client to develop a comprehensive document taxonomy that incorporated historical Aspire documents, historical Salesforce documents, and a new taxonomy for future customer documents.
• Data Migration and Normalization: ISW extracted documents and data for migration to OnBase, performed data normalization, and securely transferred the data to the Hyland Cloud. They configured and executed the Document Import Process to ingest the Aspire backfile.
• Salesforce Integration:
  • ISW worked with the client’s Salesforce resources to configure a migration process, enabling the ingestion of historical Salesforce documents into OnBase. They also implemented a solution to automatically migrate Salesforce documents older than six months.
  • The Integration Gateway was set up to allow users to capture, view, and exchange documents and data between standard and custom objects in Salesforce.com and OnBase.

Outcome:

• Centralized Document Access: The new system provides centralized access to documents, improving document retrieval and management.
• Improved Workflow: Automated migration and ingestion processes streamline document management and reduce manual efforts.
• Seamless Integration: The Integration Gateway facilitates smooth data exchange between Salesforce and OnBase, enhancing user experience and productivity.
• Secure Cloud Hosting: The solution is hosted in the secure Hyland Cloud, ensuring data security and compliance.

By implementing the OnBase ECM system in the Hyland Cloud, ISW delivered a modern, efficient, and secure document management solution that met the client’s needs for integration, migration, and easy access to archived documents.