Guide to the OnBase APIs

Version 1.2

Prepared by:
Hyland Software, Inc.
28500 Clemens Road
Westlake, Ohio 44145
Ph: (440) 788-5000
Fax: (440) 788-5100
www.onbase.com
OnBase API Guide

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© 2007 Hyland Software, Inc. All Rights Reserved. i

OnBase API Guide

Table of Contents
DECIDING ON AN API SOLUTION ............................................................................. 1
Is there an OnBase module that will meet my business needs? ...........................................1
Is there an OnBase module that “almost” meets my business needs? .................................1
Is there an OnBase module that “almost” meets my business needs that can be extended
thru the API? .........................................................................................................................1
What are the potential development costs of the solution? .................................................1
Do you wish to provide the staff to develop and then maintain the solution? .....................1
How do you engage custom development services?.............................................................2
What types of services are offered? ......................................................................................2
AVAILABLE APIS .................................................................................................. 3
Automation API .....................................................................................................................3
Available Functionality .................................................................................................................................3
Limitations ..................................................................................................................................................3
Thick Client API .....................................................................................................................4
Available Functionality .................................................................................................................................4
Limitations ..................................................................................................................................................4
Docpop ...................................................................................................................................5
Available Functionality .................................................................................................................................5
Limitations ..................................................................................................................................................5
Hyland.Services .....................................................................................................................6
Available Functionality .................................................................................................................................6
Limitations ..................................................................................................................................................6
API LICENSING ................................................................................................... 7
Concurrent Client License ......................................................................................................8
Named User Client License ....................................................................................................9
Query per Hour (Query Meter) License................................................................................10
API Querying and the Query Meter License ................................................................................................. 10
Functional API Licenses.......................................................................................................12
Archival API License .................................................................................................................................. 12
Web Services Toolkit License...................................................................................................................... 12
API TRAINING .................................................................................................. 13
Resources for Certified API Developers ..............................................................................13
Software Development Kits ........................................................................................................................ 13
API Training Downloads............................................................................................................................. 14
API Technical Support ............................................................................................................................... 14

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OnBase API Guide

Deciding on an API Solution

OnBase has a wealth of functionality included in over ninety modules to meet the business process
requirements presented to a company on a day-to-day basis. In most situations, these modules’ feature sets
are more than enough to solve any business problem. However, when a problem cannot be solved with a
module in the OnBase suite, it may be appropriate to consider one of the OnBase APIs to meet the business
requirement.

In determining if an API Solution is appropriate, it becomes necessary to ask several questions.

If there is an OnBase module that can meet a business requirement, the
Is there an OnBase OnBase module should be the first and foremost choice. The OnBase module
module that will meet will be a more stable and reliable solution than API code. This is because the
my business needs? OnBase modules go through a full quality assurance process for every release.
Using the OnBase module will also avoid the necessity of extra support for the
solution as all OnBase modules are supported through technical support with a
standard maintenance agreement.

If there is an OnBase module that almost meets the business requirement but
Is there an OnBase does not have all the necessary functionality, you should investigate the
module that “almost” possibility of enhancing the product to include the needed feature. OnBase
meets my business modules are always preferred for solutions over the API. It is also possible that
the feature(s) you require is already implemented in a more recent version of
needs? the OnBase product. In either case support personnel can assist with providing
the recommended solution to the business problem and if the best solution
isn’t readily available (due to an enhancement, etc.) they can assist with
finding a workaround to meet the business requirement in the short term.

Many of the OnBase modules have hooks that allow a trained individual the
Is there an OnBase ability to extend or alter the standard functionality that is offered. These hooks
module that “almost” provide the best of both worlds because they offer the ability to use the power
meets my business needs of the OnBase module and have the flexibility to customize the functionality
with minimal API programming.
that can be extended
thru the API?
When the above three questions do not lead to a complete solution then the following
questions should be answered in contemplating the possibility of an API Solution.
Creating an API Solution can be costly. In order to create any API Solution there
What are the potential are many costs that are often overlooked that should be considered beyond the
development costs of the actual development costs of the solution. These costs include the cost of
solution? Training, Licensing for the OnBase APIs, Cost of maintaining the solution in the
future, Cost of enhancing the solution as business requirements change, and the
cost of testing the solution.
Once again, reflecting on the cost of the solution, there is the cost of the
Do you wish to provide resources that are required to develop, test, deploy, and administer the solution.
the staff to develop and These resources will need to be utilized not just during the initial development of
then maintain the the solution but also during the life of the solution as it is maintained, and
enhanced.
solution?
There is also the option of engaging services to provide the solution for you.

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OnBase API Guide

If you wish to contract for a custom API solution, you can initiate the process by
How do you engage contacting your account manager. Your account manager can facilitate the initial
custom development request to the appropriate personnel.
services? The more information that you can provide up front the faster and easier it will
be to initiate the process. If you can provide a high level written description of
your business needs to your account manager this will greatly benefit the
process. Any technical details that you may have such as deployment
environment, security requirements, and application specifics will also be of
benefit.
Custom Development services can be provided in the following levels of
What types of services engagement:
are offered? 1- Full Solution Services
When you do not wish to provide the staff, to develop the solution then
full solution services can be provided. These services consist of the
initial Discovery phase in which the business and technical requirements
will be gathered, fully documented and reviewed by the business
personnel. If necessary a proof of concept may be considered during
this phase to solidify the requirements and prove the technical feasibility
of those requirements. The Implementation phase consists of design,
development, unit testing, solution testing, installation, testing support,
go live support, training (as needed), and documentation
(Administration Manual, Help Manual, Installation Manual, as needed).
In this level of engagement, all code is copyrighted and the code is not
delivered as part of the solution. Only the compiled components are
delivered.
2- Discovery and Design of the Solution
If you have an API Certified individual that will be responsible for
implementing the solution but assistance is required during the initial
phases of the project, then discovery and design services are offered to
fulfill this need. These services consist of gathering and defining the
business requirements and translating these into the design of the
solution. There may also be a need for a proof of concept to be
developed to ensure that the design is technically feasible.
The solution design will consist of recommending the appropriate API
for the solution, defining the hook points that the solution may interact
with OnBase, recommending any modules or client licensing needed to
meet the solution’s needs, and defining the high level architecture of the
API solution.
3- API Consulting
If you have an API Certified individual who has the majority of the skill
set needed to design and implement the solution, but they would
benefit from the added expertise of an OnBase API Professional then
API consulting services are offered to fulfill this need. These services
usually consist of an initial meeting to give an overview of the business
requirements and the design of the solution, and then ad hoc API
questions, design questions, or collaborative development discussions
can occur to assist the API Certified individual with the development of a
quality API Solution. When engaging in this type of services, it is
important to ensure that all of the business and technical requirements
are clearly defined and provided.

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OnBase API Guide

Available APIs
OnBase offers more than one API because there is no such thing as “one size fits all” in the business world
or in the development world. It is our intention to provide the necessary tools to empower a developer to
develop the best API Solution possible. With this great extensibility and flexibility comes a responsibility of
the developer to maintain a working knowledge of all the OnBase APIs and maintain a certification status in
order to receive documentation and support. With a dedicated support team for API Support, Hyland is
committed to assisting its partner and customer base when API Solutions need to be developed by providing
technical support for troubleshooting OnBase API defects. Hyland also provides contracted services for any
level of project development assistance that is desired.
In any API Solution choosing the right API is just as crucial, if not even more crucial, than the actual
implementation of the solution. OnBase offers a variety of APIs and each one is best suited for different
types of solutions. It is very important to know the differences of the APIs and the appropriate architectural
environments for each. Refer to the descriptions of the Available APIs that follow.

Automation API
The Automation API offers a quick and easy way to extend the functionality of the OnBase Thick Client. It
allows users to perform actions on one or more documents, simply by right-clicking on them and selecting
the Run Script menu option. It is also possible to add buttons to the OnBase toolbar to execute these scripts.
VB Scripts can be run from several different locations, including VB Script Hooks and the OnBase Workflow
module.

VB Scripts are defined in the OnBase Configuration module using an intuitive user interface. This interface
provides a means to create and update VB Scripts for use in OnBase.

Available Functionality

Originally designed as a document access API, the Automation API offers access to many document
properties off of the current document as well as a few other area of the OnBase Thick Client.

Areas of Access include, but is not limited to:

Limitations
ƒ Document
9 Document Type Group The Automation API does not
9 Document Type contain the necessary functions to
9 Document Identifier perform a query for documents or
9 Document Date & Date Stored archive a new document into the
ƒ Keywords & Fields (Document Index information) OnBase system. In most cases,
9 Ability to modify both fields and keywords the objects within this API are
9 Ability to add keywords to a document only available in the context of an
ƒ Document Pages OnBase VB Script running within
9 Length the Thick Client. There exists no
9 Page Number functionality within the Web Client
9 Path for the execution of scripts
ƒ View Controller without workflow.
9 Show a specific page
9 Zoom to a given region

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OnBase API Guide

Thick Client API

The Thick Client API, also referred to as the OBAPI, MZAPI and 3.x, provides the functionality necessary to
perform more in-depth functionality. Not only can this API be used within the OnBase VB Scripts, but it also
can be used to develop desktop applications that integrate with the Thick Client directly.

This API is not intended to be used in the context of the web or in any form of a custom web site. Another
API offers a much better solution for that type of environment. This API is intended to be used in desktop
applications or in integration with a desktop application or back-end processor, as it requires the presence of
a Thick Client running on the workstation during the execution of the various methods available.

Available Functionality

The thick client API is a more expansive API offering much of the functionality required for integrating other
line of business applications with OnBase.

Thick Client API functionality includes, but is not limited to:

ƒ Query for documents

9 By Document Type Group, Document Type, Custom
Query or Document Identifier
9 Add Keywords to query
9 Display results in the Thick Client or through API Limitations
application
ƒ Storing of Documents The Thick Client API requires an
9 Archive new documents OnBase Thick Client to be open
9 Archive new renditions/revisions of documents and running in Broker mode
9 Update the keywords of a document (default mode of the Thick Client).
9 Archive documents in newly created scan batch If the Thick Client is found to be
ƒ Obtain System information no longer running, the API
9 Get document type groups, document types, keywords, solution will not be able to
custom queries, etc. complete any processing and will
ƒ Workflow operations throw an error.
9 Add a document to a workflow
9 Get the workflow system information (life cycles,
queues, tasks, etc.)
9 Get the documents in a designated queue
9 Execute tasks on documents
ƒ Folder Methods
9 Create new folders
9 Add documents to folders
9 Get the documents within a folder

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OnBase API Guide

Docpop
DocPop allows for rapid development of integrations that require retrieval of documents in a
web environment. As part of the standard Web Client, administrators can simply browse to a
URL creator page and create URLs that can then be manipulated further to return a desired
group of documents in a hit list or return a single document through a point-and-click fashion.

Available Functionality

Docpop is a very simple web enabled solution for the viewing of documents within an IE browser. The
functionality available is listed below.

Available Functionality includes, but is not limited to:

ƒ Query for documents Limitations

9 By document type group, document type, custom
query or document handle DocPop will use a session ID that
9 Pass keyword values into query string has already been established,
ƒ Reuse existing Hyland.Services session otherwise it will try and establish
9 Pass the session handle on the query string a new connection and an extra
ƒ View documents within OnBase ActiveX controls license may be consumed.
9 All formats that would normally open in OnBase DocPop also is confined to the
ActiveX control are opened with full functionality of same web browser requirements
viewer, same as the OnBase Web Client. as the Web Client.
9 For those file formats that require their own viewer,
that viewer is automatically opened for viewing those
documents.

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OnBase API Guide

Hyland.Services
Hyland.Services API is a .NET Web Service that can be used to integrate with applications across the
Internet. Given that .NET Web Services are nothing more than XML processing services, this API
supports multiple platforms. Currently, this API offers both .NET Client Libraries and a separate
library for use with the Java programming language and platform.

Available Functionality

Many OnBase system elements can be obtained through Hyland Services below is an overview of the high
level elements that can be utilized through this API. This list is not intended to be all inclusive, low level
detailed functionality will vary by OnBase version.

Available functionality includes, but is not limited to: Limitations

• Document
The functionality available
9 Retrieve list of documents through this API has been
9 Get Document properties expanded significantly in more
recent versions therefore it may
9 Get Document pages be necessary to be on the latest
9 Get index values for a document (Keyword data) versions of OnBase to obtain the
necessary functionality to solve a
9 Store a document and its related information
business requirement.
• Folders
9 Get folders Information on where to find
documentation on the specific
9 Create folders functionality can be found in the
• Workflow Software Developer Kit for this
API.
9 Retrieve documents in a workflow queue
9 Execute tasks on a document in workflow If the functionality you require is
not in the latest version of
9 Adding documents to a workflow queue
Hyland.Services, please submit an
• System Information enhancement request through the
9 Retrieve list of Document Type Groups support channel.

9 Retrieve list of Document Types

9 Retrieve list of Keyword Types

© 2007 Hyland Software, Inc. All Rights Reserved. 6

OnBase API Guide

API Licensing
The OnBase API licensing has been designed with versatility and scalability in mind. It ensures that you
are able to purchase both a quantity and type of license that precisely suits your needs, while maintaining
the ability to increase licenses or change the licensing model altogether with little or no redevelopment of
your API-based solutions. This section briefly explains the client licensing models supported by the OnBase
APIs and other functional API licenses.

The licenses required by an API solution are the

same Client licenses offered in the OnBase product
suite, with an additional “customized” use of the
Client licensing specific to the API called Query
Metering.

The Client licenses that are available for

consumption in an API solution are:

ƒ Concurrent Client license

ƒ Named User Client license
ƒ Query per Hour (Query Meter) license Notice
The license to the API does not authorize a person
When implementing a particular API function, a to decompile or reverse engineer any compiled
programmer must create a separate API connection components.
to the OnBase database that consumes a Client
license for that connection. Every user that accesses the system must use a
Client license. The licensing agreement specifically
A system can use a combination of Client licenses, as prohibits pooling or multiplexing of licenses.
appropriate for their business. Each of these license
types are explained in detail in the following When accessing module specific functionality
sections. through the APIs, if that module requires a client or
application license then the APIs will also require and
A separate category of API Licenses are called consume these licenses. Workflow is just one
Functional API licenses. These licenses do not relate example of a module that has client license that is
to the users, but instead provide access to different consumed if the API connection uses Workflow
API functionality. They are: functionality.

ƒ Archival API license

ƒ Web Services Toolkit license

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OnBase API Guide

Concurrent Client License

The default API licensing model that is used 90% of the time consumes a Concurrent Client License upon
establishing a connection. No additional configuration settings or API method parameters are needed to
consume a Concurrent Client license because this is the default license for the API. The concurrent license is
intended to be used by a single user at any given time and allows a single user’s work to being performed.

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OnBase API Guide

Named User Client License

The Named User Client license is used for a single user by name. This allows an administrator to designate
an individual by name that should always have access to the system via their Named User Client license. In
the Concurrent Client licensing model, this user may have been denied access if all of the Concurrent Client
licenses were in use by other users when they attempted to connect to the system. Each Named User Client
license is designated for a single user. It can only be used by that user, and it is not available for other
users, even if that user is not currently connected.

The Named User Client license is designated via the configuration module when setting up a user. A Named
User Client license will be consumed if the user credentials used to log in match those of an OnBase user who
has been configured as a Named user.

That Named user may log in and will only consume a single Named User Client license. That license will be
released immediately upon logging out. However, that user can only have two open connections at any
given time. Connecting to more than two OnBase applications or API connections with the same user, who is
configured for a Named User Client license, will cause an error to be returned.

It is not necessary to pass any additional parameters to the API method to consume a Named User Client
license; the API will automatically respect the configuration for that user.

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OnBase API Guide

Query per Hour (Query Meter) License

The Query per Hour license is a licensing option unique to the API. Utilizing Query per Hour licensing is an
alternative to consuming Concurrent Client or Named User Client licenses. A standard database backup will
restore the license. In addition, back up any custom written code. (Consult the implementer of the API code
for specific backup and restore requirements.)

The Query per Hour license allows the customer to have an unrestricted number of users connected to the
system. The users are restricted by the number of queries that can be executed in an hour. The number of
queries allotted in a given hour is determined by the number of blocks of 500 queries the customer has
purchased. If a customer purchases 2 blocks of 500 to be run at one workstation, they would have a total of
1000 queries per hour. The 1000 queries are shared by all users.

Example
A customer purchases 1 block of 500 to be run at one workstation, therefore they have a total of
500 queries available in one hour. Ten users connect to the system. User A executes 400 queries at
9:00AM and User B executes 100 queries at 9:30AM. The next user that attempts to execute a
query will get an error stating that the query meter was exceeded. At 10:00AM, an hour later, the
400 queries will become available for any user to use. At 10:30AM the 100 queries will become
available for any user to use.

API Querying and the Query Meter License

This licensing option comes in two types:

ƒ Client Query API

ƒ Core Query API

Each type is meant for a specific business scenario, as described in further detail below. (Refer to the API
Query & Licensing Summary at the end of this section.)

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OnBase API Guide

Core Query API (Retrievals per Hour)

This licensing option is for API solutions that allow external users to access information from an
organization’s internal OnBase system. External users are defined as users that are not employees of the
organization. In this scenario, trying to gauge the number of concurrent licenses required to service the
external users is difficult since their usage may be unknown.

This license is specific to the Core Services API. It can be utilized from the Hyland.Services API as well as
the other legacy Core Services APIs. This license is also licensed as a workstation license. When purchasing
licenses, it is necessary to purchase licenses for every web server that will be utilizing the license.

Note that you can buy query per hour blocks for more than one workstation.

The API connection code will have to be modified to utilize the Core Query API license. In most cases, there
is a simple parameter that gets passed into the connection code with the username and password. For
specific information, see the Hyland.Services SDK. If you happen to be using a legacy API and are trying to
utilize this license, please refer to the documentation provided with that legacy API or contact API Support.

Client Query API (Retrievals per Hour)

This license is specific to the Thick Client API. This license is a workstation license, meaning that this license
is to be registered on the workstation that is acting as the broker for the application utilizing queries per
hour.

Note that you can buy query per hour blocks for more than one workstation, so that users may connect to
different applications on different workstations and still utilize the license from both workstations.
The API application will check your client to see if you are running with the Client Query API license
registered on that workstation. You do not have to modify your connection code.

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OnBase API Guide

Functional API Licenses

There are currently two Functional API licenses that do not relate to the users, but instead provide access to
different functionality. These two licenses are Archival API license and Web Services Toolkit license that are
described in further detail below. A standard database backup will restore the license. In addition, back up
any custom written code. (Consult the implementer of the API code for specific backup and restore
requirements.)

Archival API License

The Archival API license is needed in order to archive new documents into the OnBase repository via any of
the OnBase APIs. This license only needs to be purchased once for a given OnBase system as it is a
database license. In the absence of this license, the APIs will return an error when trying to archive a new
document to the OnBase repository via the API. This license also includes the archival of new Electronic
Forms and Virtual Electronic Forms as the creation of one of these two types is considered a new document
just as in archiving an image document or any other file format.

Web Services Toolkit License

The Web Services Toolkit license is needed in order to utilize the Hyland.Services API, a .NET Web Service
available for integrations. This license only needs to be purchased once for a given OnBase system as it is a
database license. With this license, a programmer is able to utilize the full functionality of the
Hyland.Services API. This license automatically includes access to the archival of new documents into
OnBase. This means that the Archival API license does not need to be purchased separately in order to
archive thru the Hyland.Services API. You will still need the Archival API license if you are using APIs other
than Hyland.Services to archive documents.

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OnBase API Guide

API Training
In order to effectively craft and implement solutions utilizing any of the OnBase APIs, API developers must
maintain an OnBase API certification credential. Hyland Software, Inc. offers the API Training &
Certification course for the purpose of certification.

The certification course presents an introduction to all of the different OnBase APIs available. This course
will also provide students with “hands on” experience developing custom applications that use the OnBase
APIs. At the conclusion of the course an exam will be given to test the knowledge as well as the
development and troubleshooting skills a developer learned throughout the week of the course.

Upon successful completion of the exam, the API Important

Certification status will be awarded and the
Failure to maintain the certification credential will
individual will then be considered certified for the
result in a loss of privileges to updated
two years following the date the exam was
documentation and support. Once certification has
completed. While certified, Hyland Software offers a
lapsed a person must attend the full API Training &
robust set of SDKs, consisting of reference
Certification course to regain their certification
documents, help files, and sample code. Additional
status.
e-mail support is also offered for API certified
developers.

Once this certification is achieved, a developer may recertify by either registering for the full API Training
& Certification course or attend a TechQuest conference offering the API recertification.

Resources for Certified API Developers

The education and training received in the API Training & Certification course is supported by Hyland
Software with ongoing resources that allow developers to successfully implement OnBase solutions to meet
a customer’s evolving business needs.

Software Development Kits

OnBase currently offers documentation and samples for the APIs in the form of Software Developer Kits.
These developer kits are only available to those individuals who have maintained the OnBase Certified API
Developer credential.

There are currently two software developer kits that can be downloaded by contacting Technical Support
and requesting the download information for that SDK. The SDKs available are:
• Thick Client API SDK – updated periodically but is not build specific. The APIs included are:
Automation API
Thick Client API
• Core Services API SDK – is build-specific. The APIs included are:
Hyland.Services API
Other legacy APIs (Core Services, Desktop, etc.)

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OnBase API Guide

API Training Downloads

Upon completion of the API Training course developers will be given download instructions with the
information for up to two different downloads depending on their certification status at the conclusion of the
course. These downloads are available in the private download area of either teamonbase.com or
users.onbase.com and include the following information:

• API Training Course Materials – the Power Points and labs that were given throughout the week of
the API Training course. This includes the solutions to the labs.
• API Example Applications and Scripts – a download full of various applications and scripts written
utilizing the various OnBase APIs covered during the course.

Note
The API Training Materials are available to all individuals who have attended the API Training Course. The API
Examples are only available to those individuals who have obtained the API Certification credential.

API Technical Support

Hyland Software Technical Services offers product support for the APIs to OnBase API Certified Developers
though our API Support Group. API Support is an E-mail-based support service to resolve product or
documentation issues while crafting an API solution.

API Support can be contacted by E-mailing the API Support group via [email protected]. An OnBase
API Analyst will then be assigned to the issue and should be in contact within 48 hours of receipt of the
issue.
It is important to note that support for the APIs is limited to the resolution of defects. API Support should
not be contacted if additional assistance beyond the resolution of defects is required.

In cases where assistance with programming, software design, business system analysis, or assistance with
a Microsoft operating system or development tool is required, Hyland Software, Inc. offers such services
through their Custom Solutions Group (CSG). The CSG team is responsible for crafting and assisting in the
development and deployment of API-based solutions. They can assist you on your projects through
contracted services. To learn more about these services please contact your Hyland Account Manager.

© 2007 Hyland Software, Inc. All Rights Reserved. 14