Overview

Customers who have updated their OnBase/Hyland licensing to meet Hyland's latest licensing requirements are required to manage each user with named licenses. This licensing model is different than what was historically in place for Penta customers, which was unlimited concurrent OnBase licenses for each Penta customer. 

Previously when creating a new user in Penta, Penta would automatically create an OnBase user that was linked to the Penta ID, and users were forced to commit the record before leaving the Define Users screen. This would cause an OnBase/Hyland license to be used for all users being created in Penta, even if they were not an OnBase user. 

Penta has updated how customers manage OnBase users to prevent OnBase/Hyland licenses from unintentionally being used when creating a Penta user. 

Applies To

Penta customers using OnBase with Penta.

Where are OnBase Users used in Penta?

Penta users require an OnBase user ID to perform the following:

• Access documents through the "paper clip" functionality in Penta

• Access documents through PentaWeb

• Generate DocGen reports

• Upload documents into OnBase from Penta. This includes automatic uploads of AP checks, payroll checks, direct deposits, and W2s.

What Changed?

As part of PENTA 26.1, the Define Users screen has been updated to no longer create OnBase users when creating a Penta user. As part of this change, Penta has updated the following:

1. Define Users Screen no longer creates OnBase users or shows the field as required.
2. Assigning and removing security groups within the Define Users screen will not impact the security in OnBase.
3. The Security Groups Screen no longer creates a link between an OnBase group and PENTA Security Groups.
4. When updating a PENTA password, we no longer attempt to update the OnBase password for that user. 
5. The Reports menu item has been removed for users that do not have an OnBase user ID.
6. The Paperclip menu item has been removed for users that do not have an OnBase user ID.

NOTE: This change is available to be applied to PENTA 21.3 and up. If you would like this change applied to your system please contact Penta support and reference this article.

Define Users Screen:

When creating a Penta user in the Define Users screen, Penta will no longer require entry of a OnBase User ID field. The OnBase ID field will display as an optional field and allow the user to edit the field or update the record to a null entry. If there is no value in the OnBase user ID field, the Penta user will no longer be able to access OnBase in the Penta application. This includes features such as the paperclip to view documents, document generation for DocGen reports, and viewing a document in PentaWeb or MFS.

Instructions on how to link an OnBase user to an existing or new Penta user:

1. Log in to the OnBase Configuration application and create a new OnBase user. 
   1. Instructions on how to create an OnBase user: How to Create a New OnBase User and Update Security Groups
2. In the OnBase Configuration application add the user to at least 1 Security Group to allow them the proper access to OnBase documents.
   1. Instructions on how to add a user to an OnBase Security Group: How to Create a New OnBase User and Update Security Groups
3. Log in to Penta and navigate to the Define Users screen.
4. In the Define Users screen enter the User ID and Password for the new user.
   1. If you are updating or adding the OnBase ID for an existing user. Run a query in the screen for that user to retrieve their information.
5. Navigate to the OnBase User ID field and enter the OnBase User ID that was created in step 1.
6. Navigate to the OnBase password field, and enter the password for the OnBase user created in step 1. Hit the tab key, and enter the password again for the user created in step 1 to confirm the entry.
7. Enter/update the remaining information for the user in the Define Users screen, and close the window to commit the changes.
   1. If Penta is unable to log in to OnBase with the provided credentials, a warning message will display stating, "Could not connect to OnBase using those credentials. Would you like to re-enter?". 
      1. Select Yes to update the OnBase credentials. If no warning message displays, Penta has successfully authenticated the OnBase User ID and Password.

Security Groups Screen:

To eliminate any confusion with how OnBase users and security are managed in Penta, the Security Groups screen no longer links an OnBase security group to a Penta security group. The Security Groups screen no longer displays the OnBase Name, and any existing groups that had a OnBase Name entered will no longer be synced with OnBase.

To manage OnBase security groups and update which users are part of a OnBase security group, use the OnBase Configuration application and update the groups permissions and users directly.

Instructions on how to add a user to an OnBase Security Group: How to Create a New OnBase User and Update Security Groups

Updating a Password in Penta:

As part of the update to Hyland's named user licensing, Penta no longer manages OnBase passwords in the PENTA ERP and supporting applications. OnBase passwords will be managed in the OnBase application and are to be updated in the PENTA Define Users screen for PENTA users that have a linked OnBase User ID.

When updating a password in PENTA, we no longer attempt to update the OnBase Password as part of the password update. This changes includes the Password Maintenance screen, Penta Web update password screen, and Mobile Field Service update password screen.

Reports Menu Item:

The reports menu item has been removed for users that do not have an OnBase user ID associated with their PENTA user. This prevents users that do not have an associated OnBase user from receiving error messages when attempting to generate a report that will be stored in OnBase. To see the Reports menu item, update the OnBase ID field in the Define Users screen with a valid OnBase user. 

Paperclip Menu Item:

The Paperclip menu item has been removed for users that do not have an OnBase user ID associated with their PENTA user. This prevents users that do not have an associated OnBase user from receiving error messages when attempting to view documents stored in OnBase. To see the Paperclip menu item, update the OnBase ID field in the Define Users screen with a valid OnBase user.