BEHIND THE SCENES, HENLEY IS
ABLE TO ADD KEY WORDS TO LINK
DOCUMENTS TO THE PEOPLE WHO
REALLY NEED THEM, IN ORDER TO
MAXIMISE WORKFLOW EFFICIENCIES
AND BRING THE MOST USEFUL
INFORMATION TO THE RIGHT PERSON
IN A TIMELY FASHION.
right people, in the right systems, really
effectively,” said Bree.
Behind the scenes, Henley is able to add
key words to link documents to the people
who really need them, in order to maximise
workflow efficiencies and bring the most
useful information to the right person in a
The company established that the number
of documents being sent by email was
rising both internally and externally. These
attached files would often have 50MB
or more data, which were often slow to
open and caused bottlenecks on the
organisation’s networks. Using OnBase,
emails now link users directly to the relevant
file and all associated information within
“Instead of leaving it up to the particular
end-user – who can interpret information how
they like and often put it in the wrong place –
we now have a really defined set of keywords
on documents, which makes workflows more
efficient and means the right person accesses
the information they require,” said Bree.
Further to that, internal construction teams
now have the ability to put all relevant
documents in front of stakeholders through
Henley’s construction interface, which are
then accessible by teams working in the field.
This takes place without the need for major
synchronisation and ensures that team
members are always opening the latest
version of any document or image.
These document and version-control benefits
also flow on to the many trade suppliers that
Henley works with. On the technical side,
Henley has found working with OnBase to be
an intuitive and relatively easy experience.
“OnBase as a solution has a lot of benefits in
the way that we can roll it out. We are able
to use internal resources to build a number
of workflows and solutions. When it becomes
more technical, we can rely on Hyland to
support us,” said Bree.
Henley has integrated OnBase with its
proprietary construction app, which allows
photos to be uploaded and indexed
correctly straight into OnBase. Employees
no longer take photos and email them –
they are instead uploaded directly through
the interface and straight into OnBase.
These images are used for warranties,
as well as interfacing with customers on
58 INTELLIGENTCIO www.intelligentcio.com