Whose opinion do you trust most when you are about to expand/implement a new solution? Sometimes, the best advice can come from those who are using the product in the field, in real time. That’s why we love having our own customers come out and share their stories.
We were thrilled when Southern Farm Bureau Life Insurance Company reached out to put together a user group and share some of their challenges and solutions with OnBase and DataBank. Representatives from Southern Farm Bureau, Gulf-based DataBank customers and other companies who were looking for a digital solution for their content gathered together to work through some solutions.
Below are 6 of our favorite takeaways from the presentation by Southern Farm Bureau’s Application Programmer Consultant Alexis Wilkerson on their experience implementing, using and growing with OnBase and DataBank.
1. The Addition of Content Management with OnBase:
Our Director of Sales and Marketing, Ron Thompson, took to the stage first to share with us some background on DataBank and some exciting changes and improvements with our solutions. One of which is OnBase’s implementation of a content management platform that uses metadata to upload files that may not have an existing hard copy. This helps businesses integrate current online files living on other networks with their current OnBase software.
2. Workflow – Advanced Capture Unity Form:
One of the challenges Alexis and her team faced before working with DataBank was managing the thousands of emails, faxes and forms being sent into their office every day. With OnBase, Alexis was able to implement advanced capture in a unity form which looked at each email, fax and form to find the policy and doc type it needed to be associated with. A simple series of rules helped automatically steer these documents in the right folder in OnBase and in turn to the right person for the job.
3. Workflow – Customization:
With multiple files being uploaded into OnBase, some employees requested a way to easily pinpoint specific files in a folder. Workflow allowed Alexis and her team to customize documents in a folder by color. This enabled employees to easily locate a form with a quick look, knowing that specific content would either be in red, blue or green depending on the topic.
4. Outlook Integration:
Integrating their current Outlook accounts with OnBase was a major priority. Using Workflow, they were able to set up an integration that could read documents attached to an email, categorize them, record their information and upload them to OnBase.
5. Mailbox Importer:
Before OnBase, one employee was managing every single automated email that came through. A simple change of address form would be lost in their inbox until they were able to sift through everything and send it to the right department. Mailbox Importer allowed them to automatically index automated emails by specific rules looking everywhere from the subject line to the files attached and send them out to the right department. A once complicated and time consuming process was eliminated with one program.
6. Client Review Opportunity:
Instead of a paper heavy sales funnel, Alexis incorporated client review opportunity into their program. When a new lead came through in an email, the lead information was automatically uploaded into a form and sent to a sales agent. That agent was then able to follow up with the lead, already having their background and needs recorded. To help communicate with upper management, the agent was able to complete the Client Review Opportunity form letting them know if the lead was good, what happened in the sales funnel, how the systems in place helped or hurt the opportunity and more. All of the information was passed to leadership who is now able to read all of their agent’s comments and notes on an opportunity.
