Written by: Dan Lesperance
The Kofax Capture licensing model is concurrent based. What this means to you is that you can install the software onto as many computers as you like but only the first "x" number of users, 
where "x" equals your number of concurrent licenses, will be able to access the program at one time. Once the maximum number of concurrent licenses is used, any additional attempts to login are denied with a message that there are insufficient licenses available. Once a user logs out that license becomes available to another user.
In a KCNS (Kofax Capture Network Server) environment concurrent license(s) are assigned to a remote site profile and are no longer available for use at the central site even if no one at the remote site is using the system. The concurrent model is used at the remote site also allowing multiple users, up to the assigned number of licenses allocated to the site, to login at once.
If you find you are consistently running out of available licenses and this is causing delays in processing you can easily add on more concurrent licenses. However, if and when, this happens you may want to consider re-evaluating your capture process. You may find you would be better served investing in an advanced capture product like KTM (Kofax Transformation Modules).
Request more information on the Kofax Transformation Modules now.
With thousands of software vendors out there, it’s understandable that we still get questions from customers about how a specific product’s licensing method works. With OnBase, you have the option to choose from three basic license types (There are more, but that’s another story…), Concurrent, Named, And Workstation. Here are the specifics on each license type, along with some examples of when you should choose each one:
OnBase Concurrent User License – This is a Shared License, available to anyone with appropriate rights and privileges. The OnBase Concurrent License lets users log-in to the Traditional Full Client, The Unity Client, The Web Server, and more. This license is released for another user when someone manually exits the application, and it also features a time-out feature that can be set by the administrator. The OnBase Concurrent License time-out can be as low as 5-Minutes, and this means that a user will be automatically logged off from their session after five minutes of inactivity. The Concurrent Client License is the license type most recommended by AMS Imaging for clients, and nearly every implementation has at least one concurrent client in their OnBase System.
OnBase Named User License – The OnBase Named User License is available in the Traditional Full Client, Unity Client, or Web Client, as well as some other, less frequently used modules. The Named User License enables access to a specific, named user. This type of license is typically applied to an individual who always needs to be able to log-in to OnBase, regardless of circumstances.
OnBase Workstation User License – The OnBase Named User License is available in the Traditional Full Client, Unity Client, or Web Client, as well as some other, less frequently used modules. The Workstation User License is similar to the Named User License, but instead of identifying a specific User by Name, the access is given to the workstation. This is often used in situations where employees work different shifts and need access to OnBase based on their job role within an organization.
When it comes to licensing your OnBase System, keep in mind that it’s often not a matter of defining which one type of license to choose, but instead of identifying the proper mix of licensing to apply. In addition, consider these types of user licenses if they fit your requirements:
Query API License – These Licenses allow searching, often by external applications, of the OnBase Database by users without a dedicated license type. The OnBase Query API License is governed by the number of searches performed per hour.
Document Knowledge Transfer Web Access – This type of License allows an organization to publish and deliver content to a large number of users without dedicated license types. They can access and review the published material without needing and special licensing.
Constituent Access – For Government Clients, Constituent Access enables residents or constituents of your jurisdiction to access and retrieve information using a special license type that can often be more cost effective than the other license types.
It is also important to keep in mind that the types of licenses that you use are not a replacement for a solid security methodology. You still need to consider the access rights and privileges that should be granted and not just assume that access to OnBase means that a user should have access to all document types within the system!
If you want more information about OnBase licensing, or if you’re considering a change to your current licensing strategy, contact our Solution Advisory Team today!
Sharing our Valentine's Day poems, haikus and sayings. We hope you enjoy our bit of fun. Please feel free to leave your poem in our comment section.
"Your heart's in the right place, there are just too many files."
Roses are red
Violets are blue
The papers pile up
Boo hoo hoo!
You make my heart flip
When you come into my sight
But your records do not.
I manage your records
Filing each Word doc with love
Love can be tiring
How can I tell you?
Love shows in many ways, like
Organized records.
My heart wants to help
You to be more productive
Let’s fix your records.
"The true heart of every corporation is it's information. Manage it whole heartedly!"
Volumes of files
Automated process workflows
Loving my new OnBase system
Enterprise Content Management
No more lost records
Time to go paperless
Integration with your line of business socftware
Now automate to reduce error
Easy access to documents
Roses are red
Violets are blue
Your paper is overwhelming
Let us scan it for you.
"Love means never having to say you’re sorry for losing a document."
Leading partner for Kofax
Opex mailroom solutions
Volumes of invoice processing
Electronic filing cabinet
Managing Certificate Of Need Applications for any size Healthcare Facility is no easy task. That’s why AMS Imaging has leveraged the power of OnBase Case Management to help control and track the process of submitting Certificate of Need Applications and managing the resulting correspondence that flows in throughout the process.
With over 20 Years of proven experience as a Document Management Solution, OnBase has long been known as the gold-standard for managing transactional content such as correspondence, emails, forms, and electronic documents. Now, however, OnBase can do even more. From tracking the initiation of a CON Application to generating and managing all of the supporting Paperwork, OnBase provides organizations with a single system to manage the process from start to finish.
If your Healthcare organization is subject to CON Applications and you’re struggling with managing them effectively, contact our Solution Development Team to schedule a demonstration and find out how much our Certificate of Need (CON) Management Solution can save you.
As more museums and archives digitize their historical materials and as more researchers use electronic resources as their main tool for gathering information, items left in paper form are at risk of disappearing from our collective cultural memory. So what’s the problem?
The problem is we potentially are leaving our history filled with gaping holes. There is a sense that all the world’s records and knowledge are contained on the web, but we haven’t begun to see what is missing from our local archives, libraries, and institutions on the web. Materials 
left in paper form and not scanned and made accessible online run the risk of being neglected and lost to the great majority of users.
There is no doubt that in the last decade the digitization of historical materials has been ambitious. For many schools and institutions, putting collections online for accessibility and preservation is a priority. Even with these motivations, let’s look at how little of our historical documents are being digitized. An example is the Library of Congress, only 10% of the materials will be digitized in the near future (yes - that statistic I found on the internet). It makes me wonder who decides what 10% is important and then what happens to the other 90%. There is the impression from students and researchers that the only valuable records they need would be online, but they could be missing a big chunk of the story. What is left behind in boxes at storage centers is still valuable to us. Safeguarding our history and telling the whole story is the best reason I can think of to digitize as many historical records as possible.
Think about it, paper infiltrates every aspect of Human Resources. As a result, HR staff often find themselves spending more time pushing paper than on higher value tasks such as finding and keeping the best employees
Let's look at how OnBase can overcome the paperwork hurdles and eliminate manual processes involved in finding an employee with document management. In our economy today, it's common for recruiters to be 
swimming in a sea of resumes and applications for one job. OnBase handles the busywork by automatically sorting and distributing applications and resumes to the right people in your organization. Once the candidates have been indentified, OnBase sends out the correspondence and schedules the interviews. With one place to go for applicant information, hiring managers and interviewers have all the information they need for the interviews to go smoothly and to make smart decisions. Once a person has been chosen, OnBase creates consistent offer letters with the use of document templates, routes them through approvals and tracks changes by managers so you can get out the offer letter quicker than the competition. Not only do you find top talent faster, but eliminate the risk of losing the best candidates because they had to wait too long for a decision.
Article by: Paul Connolly
The answer is “yes”, in today’s business world most line-of-business (LOB) software can be integrated with Hyland’s OnBase. Integrate? What exactly is integration anyway? Understanding how OnBase works with you present system should clarify why this question is so easy to answer. Imagine being in your line-of-business software and having the ability to view documents associated with a particular person, company, vendor, etc. without having to leave your line-of-business screen! That’s right, no more minimizing screens and opening other 
applications to view documents that reside outside of your core business applications. This can be accomplished with OnBase’s Application Enabler. In short, Application Enabler provides organizations the ability to seamlessly access supporting documents by simply clicking on a specified field in any ERP, CRM, or line of business application. This integration goes beyond retrieval and allows users to index documents, access Workflows & create E- Forms to help maximize efficiencies in your business processes.
If you still would like us to confirm that your system can indeed integrate with the OnBase document managemnt soutions, please contact us below.
For organizations where many users have stacks of pages to scan, you probably think that the only options are to scan directly to a network share or rely on the dreaded fax machine. In reality, however, one of the little publicized features of Kofax Front Office Server is a built-in Browser-based Scanning Interface that can let anyone with a Browser and a Twain-Compliant Scanner feed into a capture-driven process. Plus, Kofax Front Office Server is not a Toolkit or an SDK, but instead is an easy-to-deploy complete solution that can be installed in hours.
Historically, one of the biggest challenges in setting up a capture solution is the need to introduce and support dedicated software to each scanning PC, but with Kofax Front Office Server, 
users can capture documents directly from their web browser, eliminating the need for a dedicated application to install, configure and support. The result is lower overall cost of ownership, and across an enterprise these savings can really add-up.
Kofax Front Office Server also provides the ability to capture documents directly through the touch-panel of many leading Multi-Function Devices, making it an ideal solution for Banks, Credit Unions, and Retail Locations where Space is at a premium and distributed support can be a challenge.
To learn more about Kofax Front Office Server and find out how it can help your organization, contact one of our Solutions Advisors today.
This time every year the Admissions’ staffs are frantically reviewing and processing thousands of applications. Their struggle with paper is slowing the review process and making it difficult to serve customers well.
How can OnBase help?
If an applicant or parent calls to ask a question or to know if a document was received instead of weeks or days before the question can be answered, support staff can pull up 
documents in minutes, answering inquiries immediately when someone calls.
Sending paper application files through reviews can be slow especially if you have to wait for approvals while someone is out of the office. Now, they can be reviewed on the road or at home and are automatically routed electronically to the next person.
- Reduces Space Constraints
Paper files take up an incredible amount of storage and many universities are simply running out of space. By importing documents electronically and scanning any paper received, valuable space is freed up.
At peak processing times Admission’s staff need to work overtime to handle the processing of paper files. With OnBase, files are completed and routed faster, more efficiently and with fewer mistakes, saving additional overtime costs.
- Compete for Best – Fit Students
By electronically completing and reviewing applications with OnBase Admissions Counselors can prioritize which files to read first, focusing on specific areas of need. Admissions can work on yielding the best candidate before the competition, making it more likely they will enroll with your institution.
With OnBase there is a definite return on investment:
- Savings on paper, file folders, file cabinets, and storage space
- Reduced overtime costs
- Improved customer service
- Happier, more productive staff
With electronic content management and workflow automation from OnBase, Admission departments can handle an ever increasing volume of applicants and beat out the competition for best fit students. Contact us today for a free demo and see the OnBase system in action.
After working in the Enterprise Content Management (ECM) industry for eleven-years, I sometimes feel like we’re doing a lot of the same old thing. The reality, however, is that Business Process Automation and Electronic Document Management Solutions are still being newly implemented by major companies each year, and they continue to evolve and deliver more and more value with each passing iteration… plus, like the old NBC Summer Tagline said, “If you haven’t seen it, it’s new to you.”
Here are Four trends and changes I expect to see in the ECM Industry in 2012:
1) ECM Goes Mobile For Real – Along with virtually every other enterprise application, ECM Solutions have been trending towards the App-centric model for the past 2-3 years, but I think that 2012 has great potential as leading vendors like Kofax, Hyland Software, HP Autonomy, and more make their push towards delivering ECM to User Devices. This means that I expect to see new, innovative mobile capture solutions from Kofax, expanded Workflow Integrations from Vendors like Hyland Software.
2) The “Cloud” will be LESS important – At some point over the past Five Years, the “cloud” started to take on a life of its own. Today, with some of the shine wearing off, the Cloud is evolving into just one more deployment strategy for software, whether it’s Enterprise, Consumer, or anything in-between. Whether a solution is deployed In-House, or Hosted, the value lies in functionality, not in form-factor.
3) The “App Store” will force everyone to raise their game – Solutions Integrators, Software Developers, and IT Professionals will be faced with an ever-more sophisticated User Community who will expect their technology to “just work”. Notice, if you will, that there are very few user manuals for applications available through any of the App Store’s and Markets. This should be and is a cue for all technology professionals. If a solution is not intuitive, then perhaps it is not really a solution.
4) Consolidation will continue, but perhaps differently than before – Consolidation through Merger and Acquisition will likely be different in 2012 because there are simply fewer competitors in the ECM Industry today. Traditional software vendors and so-called “Cloud” software vendors have spent the past few years competing for customers. With the realization that there is no right answer to the Saas vs. In-House debate; the industry is ripe for consolidation of similar solutions to address customer demands.
You have heard my thoughts for the ECM industry in 2012. What do you envision for developments occurring in the electronic content management arena? Please comment below.