Hyland OnBase & Nuxeo Discussion

Hyland OnBase interview question and answer II

  • Hyland OnBase interview question and answer
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41. How does OnBase store keyword values internally?

Answer:
Keyword values are stored in KEYITEM / KEYTABLE tables linked to document IDs.

Flow:

  1. Document stored → ITEMDATA table
  2. Keywords stored separately → KEYITEM tables
  3. Relationship via Document ID

This separation improves:

  • Performance
  • Flexibility (multiple keywords per doc)

42. What is the difference between Single Instance Keyword and Multi-Instance Keyword?

Answer:

  • Single Instance Keyword → one value per document
  • Multi-Instance Keyword → multiple values per document

Example:

  • Invoice Number → single
  • Line Items → multi-instance

43. How do you design a high-performance keyword structure?

Answer:

Best practices:

  • Avoid too many keywords
  • Use indexed fields in DB
  • Use appropriate data types
  • Avoid large text fields for search

Design should balance:

  • Search performance
  • Storage

44. What happens when a document is uploaded in OnBase?

Answer:

Process:

  1. Document received (scan/import/API)
  2. Stored in Disk Group
  3. Metadata stored in DB
  4. Keywords assigned
  5. Workflow triggered (if configured)

45. How do you troubleshoot “document not found” issues?

Answer:

Check:

  • Disk Group path
  • File existence
  • Database record (ITEMDATA)
  • Security access
  • Keyword mismatch

46. What is OnBase Unity Form vs E-Form?

Answer:

Unity Form:

  • Desktop-based
  • Used in Unity Client

E-Form:

  • Web-based
  • Used in browser

47. How do you implement dynamic routing in Workflow?

Answer:

Use:

  • Rules + conditions
  • Keyword values
  • Unity scripts

Example:

  • If Amount > 10,000 → Manager queue
  • Else → Auto approve

48. What is Workflow Auto-Feed?

Answer:
Auto-feed automatically sends documents into workflow queues.

Used for:

  • Immediate processing
  • Reducing manual steps

49. What is Workflow System Work?

Answer:
System Work is automated processing without user interaction.

Example:

  • Keyword updates
  • Routing
  • Notifications

50. What is OnBase Data Capture?

Answer:
Data Capture extracts data from documents using OCR/ICR.

Used for:

  • Invoice processing
  • Forms

51. What is the role of OCR vs ICR?

Answer:

  • OCR → printed text
  • ICR → handwritten text

Used in:

  • Auto indexing
  • Data extraction

52. How do you handle duplicate documents in OnBase?

Answer:

Approaches:

  • Use unique keywords
  • Validation rules
  • Unity scripts

Example:

  • Check Invoice Number before storing

53. What is OnBase Full-Text Search?

Answer:
Allows searching document content, not just keywords.

Uses:

  • Indexed text
  • OCR output

54. How do you optimize Workflow performance?

Answer:

  • Reduce complex rules
  • Avoid heavy scripting
  • Optimize queues
  • Use timers efficiently
  • Monitor queue backlog

55. What is OnBase Transaction Log?

Answer:
Tracks all system activities.

Used for:

  • Audit
  • Debugging
  • Compliance

56. What is a WorkView Filter Query?

Answer:
Used to filter objects in WorkView.

Example:

  • Show only active cases
  • Filter based on status

57. How do you integrate OnBase with external REST services?

Answer:

Use:

  • Unity scripts
  • .NET HttpClient
  • REST API calls

Example:

  • Send data to external system
  • Retrieve data for AutoFill

58. What is OnBase Service Mode vs Interactive Mode?

Answer:

  • Service Mode → background processing
  • Interactive Mode → user-driven

59. How do you secure sensitive documents in OnBase?

Answer:

  • User group security
  • Keyword restrictions
  • Document type security
  • Encryption

60. Explain real-time issue: Workflow stuck in queue.

Answer:

Causes:

  • Rule misconfiguration
  • Missing keywords
  • Script failure
  • Security restriction

Fix:

  1. Check logs
  2. Validate rules
  3. Test manually
  4. Check queue config

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