How RPA Can Fast-Track Your Digital Workload

“Do more with less” – You’ve probably heard this popular phrase more than once over the past few years.

Frankly, it’s a way of life for teams facing a heightening workload without any increase in headcount or resources. And it’s easier said than done. Doing more with less requires employees to be resourceful and maximize their existing tools and platforms.

If you’re in this situation and you’ve already invested in OnBase, here’s the good news: Hyland offers a range of process automation tools that can help you improve your OnBase solution without requiring extensive resources.

A heavy hitter in the bunch: Hyland RPA.

Let’s dive into how Hyland RPA and OnBase collaborate to help you do more with less. Plus, read to the end to hear from two customers and get answers to other OnBase users’ FAQs.

Why Hyland RPA and OnBase Make a Perfect Pair

Hyland RPA is a suite of tools that takes traditional automation to the next level within your OnBase solution. It achieves this by automating the low-value-time-consuming, repetitive tasks that previously couldn’t be fully automated with workflow alone.

For example:

Traditional workflow used by itself might mean that a specific document or piece of data is automatically routed from user to user, operating via specified rules and actions. However, a human is still needed to oversee the work queue and intervene with activities like entering a third-party system to find the right metadata to add as keywords to index the document.

Hyland RPA, when applied to this scenario, might mean that bots replicate all mouse activities and keystrokes relevant to the process. Now, a bot can monitor that work queue instead of a human. So, when a new task needs to be performed, instead of having a human enter that third-party system to find the right keywords to index that document, you can have a bot monitor that queue and perform that task.

In many cases like the one we just described, once you automate processes with Hyland RPA, your employees can cross them off their to-do lists. That way, they’ll be able to spend more time working on more engaging, fulfilling work that provides immense value to the organization. But Hyland RPA can tackle more complex processes, too. Regarding processes with exceptions and errors, Hyland RPA brings in human employees to use their specialty knowledge to decide how to proceed.

But know this: Workflow is not rendered obsolete by Hyland RPA. The best solutions use both tools in tandem, working together to meet strategic objectives. It’s not OnBase workflow or Hyland RPA, it’s OnBase workflow and Hyland RPA.

With these two powerhouses working together, you can fill in your inefficiency gaps to accomplish true end-to-end automation from capture to document processing, third-party system integration, and more.

But possibly the biggest advantage Hyland RPA has over other RPA tools is its compatibility with OnBase. Hyland RPA is designed to work seamlessly with your OnBase system without the need for extensive configuration or workarounds. This means it can adapt to any of your operations without requiring you to make significant changes to your OnBase platform. It also gives you the flexibility to integrate with multiple technologies smoothly. To top it all off, Hyland RPA features drag-and-drop commands that make it easy to maneuver without flagging down IT’s help.

For a full breakdown of Hyland RPA’s features and how it works from Hyland RPA expert, Ken Payne, check out the video below.

With these benefits and features in mind, let’s see how Hyland RPA has played out for two organizations.

How 2 Customers Fast-Tracked Their Workloads with Hyland RPA

Funeral Directors Life Insurance Company (FDLIC)

With 2,000 new contracts to process weekly, it was all hands on deck for Funeral Directors Life Insurance Company (FDLIC). To meet demand, the FDLIC team trained eight people to perform the task. But their line of business system was slowing down, making it nearly impossible to keep up with the high volume of contracts coming in. That meant the employees had to work increasingly long hours that continued to grow as the business expanded. They needed a new method.

Then, their OnBase Administrator discovered Hyland RPA and downloaded the free trial. Within about 40 days of their free trial week, they had a successful proof of concept and a productive bot already in action. Now:

• Bots settle about 95% of their contracts.
• The admin system no longer slows down.
• The company saved over 900 hours of processing time per year.

According to the group, however, one of the biggest gains Hyland RPA gave them was allowing employees to go home on time. This has made a huge difference to the employees’ well-being and happiness in their roles. And naturally, retention has improved as a result.

Horry County, South Carolina

With a staggering 90,000 personal property tax returns coming in every year, Horry County’s staff had to spend almost six months annually to complete them all. The tasks involved with this process were repetitive, tedious, and far from enjoyable. They also kept the team from making progress on other important work.

To solve this problem, Horry County first implemented Unity Forms & Advanced Capture to reduce paper tax forms. The problem was that their tax processing software didn’t have an easy way of creating integration. That’s where Hyland RPA came in handy, as it’s designed to use UI, and in Horry County’s case, APIs, to seamlessly integrate with other systems. They then used Hyland RPA to automate the task of keying in tax return data. After using APIs to create this seamless integration, Horry County was able to process 1/3 of the 90,000 returns without any human interaction in the first year alone. And like in the case of FDLIC, Horry County’s employees could also apply themselves to higher value, more compelling work.

It’s also worth noting that Horry County tried out a different RPA tool, Blue Prism, prior to Hyland RPA. They ultimately chose Hyland RPA. What made the difference: its seamless operation and compatibility with their OnBase system. As Timothy Oliver, CIO of Horry County Government, said:

How to Get Started with Hyland RPA: Frequently Asked Questions

“How Much Time Would My Team Need to Devote to Starting RPA?”

The idea of starting any new technology is daunting. Luckily for OnBase users, though, there’s a native integration with Hyland RPA that features drag-and-drop commands that let you manipulate and automate tasks within OnBase itself.

As a result, adding Hyland RPA to your solution can be a relatively quick and easy process. As we explored earlier, FDLIC was able to learn how to use Hyland RPA and get a productive bot up and running, all within the span of 40 days.

“What are Some Easy Starter Projects I Could Lead With?”

While Hyland RPA has the flexibility to automate any process that’s rule-based, uses little human logic, and is high-volume, there are certain beginner’s projects that Hyland RPA expert Ken Payne recommends considering early on, including applying RPA to capabilities like:

• Add, remove, or modify the keyword values of a specified document.
• Get keywords by retrieving all keyword type names and their values from a specific document.
• Add keyword groups by adding a keyword value to a pre-determined MIKG.
• Upload or archive documents to OnBase.
• Use the new WorkView integration to create or retrieve WorkView objects and update their attributes.

Another accessible launch point: Hyland offers OnBase templates that can be downloaded and integrated directly into your bot’s workflow quickly and easily. This way, you don’t have to do all the configuring yourself, and you can see Hyland RPA in action sooner. A few of these options include:

• Read document type and keyword settings.
• Create document type and keyword.
• Assign keywords and document types from Excel.

An additional option is Hyland’s first pre-built automation, which is fully pre-built and ready to go out of the box. It’s conveniently embedded within the Hyland RPA Designer, so it only requires a short time commitment to connect to an application and address targeted manual, repetitive tasks. It can also be configured, tested, and deployed via a wizard-like interface in just a few easy steps that take about 15 minutes to complete. You simply tell it where your OnBase system is, the data source, what credentials need to be used to access the system, and how long to wait before unlocking the system-locked document. This way, your OnBase admin has one less thing on their already full plate.

See the Difference (For Free!)

Ready to try out this technology for yourself? Try your first free bot today here. Got any questions? Drop a message in the chat below. We’d love to hear from you.

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