/
PentaVault FAQs

PentaVault FAQs

Issue/Symptom/Question

Find frequently asked questions about Penta's document and content management solution: PentaVault.

Applies To

Content Management

Document Management and linking

Web

Penta 27.1 and higher

Resolution/Fix/Answer

What is PentaVault?

PentaVault is a content management solution developed by Penta that allows customers to save, create, and manage content (documents, pictures, and video files) within the Penta ERP.  

Why did Penta develop its own content management solution? 

Penta wanted to provide its customers with a content management solution alternative to OnBase that better fits their needs, is developed and maintained by Penta, and was better integrated with Penta’s upcoming web based module enhancements.

What kind of features and functionality does PentaVault have? 

  1. Store, view, and edit documents in all Penta products (MFS, TEP, PFW, Customer Console, etc.) 

  2. Generate documents in Penta (DocGen, Crystal, etc.) 

  3. Tag documents with keywords to sort and find documents for key entities in Penta (Jobs, Work orders, Vendors, Invoices, etc.) 

  4. Ability to search words in documents and titles to find information (example: search for address and find any documents with that address in it). 

What do I have to do to start using PentaVault?  

  1. PentaVault requires customers to be on Penta version 27.1 so make sure to plan your upgrade accordingly. 

  2. Purchase licensing for PentaVault (Talk to your Customer Success Manager for more information). 

  3. Have the required infrastructure. Penta will provide recommendations for infrastructure needs.  

  4. Configure and implement Penta’s new web framework. Penta’s implementation team will work with you to  configure the solution for your security, document tags, and user access needs.  

  5. Optionally convert existing documents to PentaVault. Penta’s implementation team will work with you to convert existing OnBase documents to PentaVault.

 Who is PentaVault a good solution for? 

  1. Penta customers looking to Create, Store, Manage, and Maintain documents that are directly linked to entities in the Penta ERP. 

  2. Penta Customers who have found OnBase to be feature-rich, but more than their needs, and too expensive for how they are utilizing its features. 

How does PentaVault differ from OnBase that I currently use?  

  1. PentaVault is developed and maintained by Penta as part of our new web-based functionality. It will integrate with both the legacy Penta products and the new web-based screens. 

  2. At this time there is no workflow management in Penta Vault (we are looking at this in the future). 

Can I use both OnBase and PentaVault?  

Yes, however only one solution can be integrated with Penta. As an example, a customer could continue using OnBase for AP Routing but choose to make PentaVault the document source when viewing/generating documents in the Penta application. In this example, OnBase licensing could be reduced to only AP Routing users. 

Does PentaVault offer workflow capabilities or a way to replace my current AP Routing and Approval solution?  

  1. No, currently PentaVault includes content management only - no Workflow capabilities. Penta has partnered up with several AP Routing and Approval 3rd party solutions that are fully integrated with the Penta ERP. This means regardless of your content management solution, you will have options for AP Routing and Approval solutions. In addition, APIs are available to integrate with 3rd party vendors that Penta may not be working with yet today.

  2. Customers could use OnBase for AP Routing and PentaVault for content management. See PentaVault FAQs | Can I use both OnBase and PentaVault? for more details.

How does PentaVault handle Document Security?  

PentaVault uses a similar concept to OnBase in that every document is assigned to a Document Type ‘Tag’ and users’ security is based on the Tag values, so you will have the same level of flexibility. 

Does PentaVault work with my existing Employee Portal subscription?  

Yes, Employees will be able to view their documents from Employee Portal via PentaVault.  OnBase licensing will not be required. 

Is PentaVault compatible with DocGen? 

Yes, updates have been made to give customers the same functionality when generating documents via DocGen in Penta as it works today with OnBase. The same keyword values are assigned as Tags in PentaVault and attached via the Paperclip.

What does the implementation of PentaVault look like? 

You can review the implementation process here: Penta Vault Implementation

Penta will provide a ClickUp project plan with your implementation and testing steps.

What is the annual cost for licenses?

PentaVault licensing is $10,000 annually.  All Penta users will be able to access the solution. There is no per-user license fee. 

How can I convert my OnBase Documents to PentaVault?

Penta will migrate your OnBase documents to PentaVault as part of the PentaVault implementation. This comes at no additional cost to customers. 

Can I access PentaVault outside of my current Remote Desktop solution? 

Yes.  PentaVault's main benefit is that it is available from any web browser.

How do users log into PentaVault? 

More details will be provided soon. PentaVault provides secure methods for access.

How will PentaVault affect my upgrade process?

If you fully transition off of OnBase, you will no longer need to pay to complete OnBase upgrades which should decrease Penta upgrade costs. PentaVault is part of the Penta ecosystem and will undergo upgrades with the rest of the Penta solutions.

When you upgrade to Penta 27.1 you will go through your upgrade process as usual, keeping OnBase as part of your solution. Penta will start your implementation of PentaVault after your production upgrade is complete.

Can I search for documents in PentaVault by tag value?

Yes! In the search bar, if you enter the Id of the tag and the value, you can search for a specific tag value. (i.e., “EMPLOYEEID:71864”) Generally, the ID of the tag is just the tag name without the spaces. Search by more than one tag by putting a space between each criteria (i.e., “EMPLOYEEID:71864 PAYROLLYEAR:2024”)

What kind of infrastructure will I need to support PentaVault?

PentaVault and PentaAccess Technical Requirements - Penta Knowledge Base - Confluence

27.1 Technical Requirements - Penta Knowledge Base - Confluence