Training Guide: WorkView Solutions

This guide shows you how to turn a short problem statement, such as "we need to track vendor contracts and their renewals", into a WorkView design. It walks through checking and adjusting the design, then following its build steps in OnBase Studio. Allow about 45 minutes.

You don't need an OnBase connection to follow the guide. To build the solution you'll need OnBase Studio and rights to create WorkView applications in a Test system.

Chapter 1: What the WorkView tab does

Planning a WorkView solution means answering the same questions every time:

• what to track;
• how records relate;
• what stages they move through;
• who works on them;
• what should happen automatically.

The WorkView tab answers them for you as a first draft, and writes the result up as a build plan.

From a description to a build plan

1. You describe the problem in a few plain sentences.
2. If your description names one of the common shapes (contracts, requests, cases, incidents, assets, vendor onboarding, employee onboarding or inspections), the assistant starts from that pattern. Otherwise it builds the design from your own words, around the main thing you track: certifications, permit applications, board meetings, and so on.
3. Either way, it uses your words for names, related classes, fields, status values, reviewers, amount thresholds, reminders, deadlines and documents.
4. You check and adjust the design. Then you follow the ordered build steps in OnBase Studio.

What a design contains

What it doesn't do

• It doesn't build anything in OnBase. You build the solution yourself in OnBase Studio, following the steps.
• It doesn't read your OnBase system. Check class, Document Type and user group names against what already exists.
• WorkView menus and features differ between OnBase versions. Review the design with your WorkView administrator before you build.

Chapter 2: Find your way around

Open the WorkView tab. It has the same three-part layout as the Scripts and SQL tabs.

Everything in the middle can be edited. The diagram, screens and build steps on the right update as you type.

Chapter 3: Draft your first design

1. Under Start from an example, select Contract management. A new design opens with its sample description already in Describe the problem.
2. Read the description. It names vendors and contracts, the fields to track, four stages, a $50,000 Legal review and a 60-day reminder.
3. Select Draft design. If the design already has classes, the button asks Replace this design?; select it again within a few seconds to confirm.
4. The assistant reports which pattern it used and how many classes it drafted.

What it drafted

Write a good description

The assistant reads plain sentences. It finds more when you say:

Write one idea per sentence. A description of four to eight sentences usually gives the best draft.

Give an exact specification instead

If you already know exactly what to build, write it as a specification: the application name, each class, and its attributes with their type and length. The assistant then builds exactly that, with nothing added: no Status, filters, actions, notifications or groups. It does this with every assistant, offline or AI.

Application called [Office Locations]
class [Locations] attributes [Location Name] (alphanumeric 200, required) [Street Address] (alphanumeric 100) [City] (alphanumeric 50) [State] (alphanumeric 2) [Zip Code] (alphanumeric 10)

• Square brackets are optional: Application called Office Locations. Class Locations with attributes Location Name (alphanumeric 200), Street Address (alphanumeric 100). works too, as does Phone - alphanumeric 20.
• Start each class with the word class. A design can have several.
• Types it understands: alphanumeric (or text, string), long text, integer (or number), decimal, currency, date, date and time, yes/no (or boolean), formatted text, and link to <class> for a relationship.
• A number after alphanumeric or decimal is the length or the decimal places. Add required to make an attribute required.
• An attribute with no type becomes alphanumeric with the usual length, and Check before building says so.

The message reads Built exactly what you specified. Check the names, types and lengths, then select Download ACE file.

Chapter 4: Check before building

Check before building is the first card under the name and purpose. It has two lists.

Assumptions are what the assistant decided for you, for example:

• which pattern it started from;
• where the status values came from;
• which Document Type it chose.

Read each one. If one is wrong, change the design or reword your description and draft again.

Questions to confirm are what it couldn't know, for example:

• who may delete records;
• whether an amount exactly on the threshold also goes to review;
• which existing OnBase groups match its group names.

Take these to the business owner before you build.

Chapter 5: Adjust classes and attributes

Each class has a card with its name, a short description and a table of attributes.

Attribute types

Change the design

1. Rename a class in its Class name box, or an attribute by typing over its name. A renamed class updates in every class picker when you leave the field.
2. Change Type to change the data type. Choose Link to record, then pick the class it links to under Values or link.
3. Set Length for Text attributes (the most characters it holds) and for Decimal ones (the decimal places). Left blank, the box shows the usual length in grey, for example 150 for names and 100 for other text. The ACE file and build steps use it.
4. For a pick list, type the values under Values or link, separated by commas. They become a data set in the build steps.
5. Tick Req. for attributes every record must have.
6. Select Add attribute or Add class to add more. Select × to remove an attribute, or Delete on the class card to remove a class.

Try it: on Contract, add an attribute Department of type Text with the values Finance, IT, Operations. A data set for it appears in the build steps.

Chapter 6: Filters, actions and notifications

Filters

Each filter has a name, a class and a description of what it shows. The drafted ones cover the usual needs:

• open records;
• records in each review stage;
• records due soon or overdue;
• My open records, when work is assigned.

Rename them to the words your team uses.

Actions

Each action has a Kind:

Notifications

Each notification says when it is sent and who gets it. Check the recipients against real users or groups.

Chapter 7: Build the scripts

Rules such as "Legal reviews any contract over $50,000" need a Unity Script. The drafted action Route to Legal review has the kind Run a Unity Script, and its description is the rule in a form the Scripts tab understands.

1. In Actions, select Build in Scripts on the Route to Legal review row.
2. The Scripts tab opens with a new WorkView script. Its class is Contract Management / Contract (design), and its description is the rule.
3. The assistant drafts the steps. The C# on the right checks Contract Value and sets Status to "Legal Review".
4. Check the steps and the code. Copy the C# into OnBase Studio once the class exists there.

Design classes appear in the Scripts tab's WorkView class picker with (design) after the name, so you can write scripts before the classes exist in OnBase. After you build the classes, switch the script to the real class from your connection to check the attribute names.

The Scripts training guide explains script steps in detail.

Chapter 8: Security and documents

Security

The security table has one row per user group and one column per class. Each cell is one of:

• No access;
• View;
• View, create, edit;
• Full, including delete.

The draft gives:

• Administrators full access;
• Read Only view access;
• the working groups the access their role needs.

Rename groups to match your OnBase user groups, or select Add group.

Documents

Each row links a Document Type to a class and names the folder it appears in on the record. Use an existing Document Type where you can. Ask your OnBase administrator before creating a new one.

Chapter 9: Follow the build steps

The Build steps on the right are in the order to build. Each step lists exactly what to create, using the names in your design.

Let Studio build it: the ACE file

Select Download ACE file to save the design as an Application Creation Excelerator (ACE) workbook. OnBase Studio reads it and creates the application, classes, attributes, data sets, filters and a view for you.

1. Keep the file name as it is: it becomes the application's name. Each sheet becomes a class.
2. In OnBase Studio, connected to your Test system, select the WorkView ribbon.
3. In the Maintenance group, select Application Creation Excelerator › Import ACE Application.
4. Browse to the file, check the application name, and select Next.
5. Check the classes, decide whether Studio should also create a filter and a view for each class, and select Next.
6. Add the user groups that should get the application, then select Next and Finish.

ACE only creates new applications; it can't change one that already exists. It doesn't set:

• required fields;
• filter conditions;
• actions or notifications;
• document links;
• each group's rights on each class.

Finish those from the build kit. If a note appears under the buttons, such as a class name being shortened to fit a sheet name, read it before you import.

Download the build kit

Select Download build kit to save the design as an Excel workbook. Build from it, and tick each row off as you go.

Each sheet has a frozen heading row and filters, so you can sort by class or show only the rows not yet done.

Share the design

Select Copy design to copy the whole design as text: classes, attributes, filters, actions, notifications, documents, security and build steps. Paste it into a document or ticket for review.

Saving

Designs save automatically with your other work. Select one under Saved designs to open it. To remove it, select Delete design, under the name and purpose.

Chapter 10: Practice

Try these on your own. For each one:

1. Select New design and type the description.
2. Select Draft design.
3. Read Check before building, and fix anything that doesn't fit.

Exercise 1: Maintenance requests

Our facilities team gets maintenance requests from staff. Requests are assigned to a technician. Requests go Submitted -> Assigned -> In Progress -> Completed. Managers approve requests over $2,500. Requests should be completed within 5 business days.

You should get:

• a request class;
• an assignee;
• a Managers Review status;
• a rule for amounts over 2500;
• an overdue filter and notification.

Exercise 2: IT incidents

We need to track IT incidents. Each incident has a priority, reported by, and assigned technician. Incidents go New -> Triaged -> In Progress -> Resolved -> Closed. Managers review incidents over 3 days old. Attach screenshots.

Check that:

• the status values match the description;
• the "3 days old" sentence didn't become an amount rule;
• the groups include Managers and Technicians.

Exercise 3: Your own process

Pick a process your team tracks today in a spreadsheet or by email. Describe it in five sentences, draft it, and take the questions to the business owner.

Troubleshooting