Hyland OnBase & Nuxeo Discussion

Hyland OnBase interview question and answer

  • Hyland OnBase interview question and answer
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1. What is Hyland OnBase and how does its architecture work?

Answer:
Hyland OnBase is an Enterprise Content Management (ECM) platform used for document management, workflow automation, and data integration.

Architecture includes:

  • Database (SQL Server / Oracle) → stores metadata, keywords, workflow data
  • File Storage (Disk Groups) → stores actual documents (images, PDFs)
  • Application Server → handles business logic and API calls
  • OnBase Clients → Unity Client, Web Client, App Enabler
  • Workflow Engine → manages lifecycle of documents

OnBase uses a three-tier architecture:

  1. Presentation layer (Client/UI)
  2. Application layer (App Server, Workflow Engine)
  3. Data layer (Database + Disk groups)

2. What are Document Types and Keywords in OnBase?

Answer:

  • Document Type defines the category of document (e.g., Invoice, Loan Application)
  • Keywords are metadata fields used to index and retrieve documents

Example:

  • Document Type: Invoice
  • Keywords: Invoice Number, Vendor Name, Date

Keywords are stored in the database and used for:

  • Retrieval
  • Workflow routing
  • Security filtering

3. Explain Disk Groups and Storage in OnBase.

Answer:
Disk Groups define where documents are physically stored.

Key points:

  • Each Disk Group maps to a folder path
  • Documents are stored as files, metadata in DB
  • Multiple Disk Groups can be configured for load balancing

Best practice:

  • Use multiple Disk Groups for performance and scalability
  • Separate storage for different document types if needed

4. What is Workflow in OnBase?

Answer:
Workflow is used to automate business processes.

Components:

  • Life Cycles
  • Queues
  • Rules
  • Actions

Example flow:
Document → Queue A → Approval → Queue B → Completed

Workflow uses:

  • Keywords
  • Conditions
  • Scripts (VB/C#)

5. What are Life Cycles and Queues?

Answer:

  • Life Cycle = overall process flow
  • Queue = a stage in the process

Example:
Life Cycle: Invoice Processing
Queues:

  • Scan Queue
  • Validation Queue
  • Approval Queue

Documents move between queues based on rules.

6. What is Unity Client vs Web Client?

Answer:

Unity Client:

  • Rich desktop application
  • Full functionality
  • Used by power users

Web Client:

  • Browser-based
  • Lightweight
  • Limited features compared to Unity

7. What is Application Enabler?

Answer:
Application Enabler integrates OnBase with third-party applications.

How it works:

  • Uses screen scraping
  • Identifies fields in external apps
  • Links documents automatically

Use case:
Open document in OnBase from SAP or other system.

8. What is COLD (Computer Output to Laser Disk)?

Answer:
COLD is used to import system-generated reports into OnBase.

Example:

  • Bank statements
  • System logs

Data is parsed and indexed automatically using templates.

9. What is DIP (Document Imaging Processing)?

Answer:
DIP is used for bulk document import and indexing.

Process:

  1. Scan/import documents
  2. Apply templates
  3. Extract keywords
  4. Store in OnBase

Used for high-volume ingestion.

10. What is WorkView in OnBase?

Answer:
WorkView is used to create custom applications within OnBase.

Features:

  • Custom objects (like tables)
  • Relationships
  • Forms and UI

Used for:

  • Case management
  • Non-document data storage

11. What is OnBase Integration with REST API?

Answer:
OnBase provides REST APIs for integration.

Capabilities:

  • Upload documents
  • Retrieve documents
  • Query metadata
  • Workflow actions

Used for:

  • Web apps
  • Microservices

12. What is Security in OnBase?

Answer:
Security is role-based.

Levels:

  • User Groups
  • Document Type security
  • Keyword security
  • Workflow queue security

Access is controlled at:

  • Document level
  • Feature level

13. What is Keyword Type and Keyword Type Group?

Answer:

  • Keyword Type = individual metadata field
  • Keyword Type Group = group of related keywords

Used for:

  • Indexing
  • Searching
  • Workflow rules

14. What is AutoFill Keyword Set?

Answer:
AutoFill automatically populates keyword values based on existing data.

Example:
Enter Customer ID → auto-fill Name, Address

Improves:

  • Data consistency
  • User efficiency

15. What is OnBase Scheduler?

Answer:
Scheduler runs background jobs.

Examples:

  • Workflow timers
  • DIP processing
  • Cleanup tasks

Runs as a Windows service.

16. What is E-Forms in OnBase?

Answer:
E-Forms are web-based forms used to capture data.

Features:

  • Validation rules
  • Integration with workflow
  • Real-time submission

Used for:

  • Requests
  • Applications

17. What is OnBase Unity API?

Answer:
Unity API is a .NET-based API for OnBase integration.

Capabilities:

  • Document retrieval
  • Workflow interaction
  • Keyword updates

Used in:

  • Custom applications
  • Automation scripts

18. How does OnBase handle indexing?

Answer:
Indexing is done using:

  • Keywords
  • Templates
  • OCR (optional)

Methods:

  • Manual indexing
  • Auto indexing (DIP, COLD)

19. What is OCR in OnBase?

Answer:
OCR (Optical Character Recognition) extracts text from scanned documents.

Used for:

  • Auto-indexing
  • Searchability

20. How do you troubleshoot OnBase performance issues?

Answer:

Check:

  • Database performance (slow queries, indexing)
  • Disk I/O (storage bottlenecks)
  • Workflow queue backlog
  • Application server load
  • Network latency

Tools:

  • OnBase logs
  • SQL profiler
  • Windows performance monitor

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