ShareBase enables the seamless transfer of documents. Thanks to its intuitive integration with OnBase, documents don’t have to leave the workflow to be shared, even with non-OnBase users. Instead of having to download, reupload, encrypt and even mailing or faxing documents, sending documents to reviewers outside of TASB is now a simple process that only requires an email address.
Non-OnBase users in the organization are also able to easily share documents with TASB members and the public who need access to them. For example, the TASB policy group uses ShareBase to hold and share over 3,000 documents with school districts, as well as to provide a boiler plate policy that school districts can access and customize.
Besides cutting down the multiple-step process to share and transfer documents, ShareBase also eliminates inefficiencies when TASB receives documents from external parties. For example, when Risk Management receives an invoice from an auto body shop, it can’t generate a payment without a W-9 form. Before adopting ShareBase, the adjustor would have to contact the body shop for them to submit the W-9 form, and the Risk Management team would have to import it onto OnBase. The team also had to manually index and verify the information.
With ShareBase, the adjustor can generate a link simply by entering a provider’s email address. The provider can drag-and-drop their W-9 form into ShareBase, and then OnBase automatically indexes the information and notifies the adjustor to honor the payment.
TASB is able to grant and control access to documents directly on one platform, making it easier to authenticate the latest or correct version of a document. ShareBase also ensures greater compliance and data security as documents don’t need to be downloaded onto users’ computers or shared via other means.
“I use ShareBase to transfer documents to outside partners, particularly large files containing confidential information,” said Palm. “ShareBase enables us to share these documents easily. We can give [our partners] the link and set it to expire so they are able to get it downloaded securely.”
Some entities within TASB such as Facilities Services need to be able to access their files while in the field. With mobile integration, ShareBase enables members to access items they need while they are out of the office and working with school districts.
Return on investment
TASB is able to realize increased efficiencies in accessing and sharing documents as well as reduced costs associated with time, resources and paper. With its OnBase integration, users are able to easily provide documents to TASB members and external parties; what used to take multiple steps is now a one-click option in the OnBase workflow.
Other cloud sharing hosts including TASB’s previous solution Box sometimes require document recipients to have their own licenses as well, but ShareBase’s ease of access enables TASB to realize a return on investment in a shorter time period of time.