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OnBase 13 User Manual - CC Training & Development

1. BUTTONS PXC user actions based on the currently displayed layout A ribbon is displayed by clicking on the corresponding tab Each tab is divided in to ribbon groups or categories of user actions OnBase 13 User Manual 5 The Home Tab In the image above the Home tab is displayed The Home tab is visible after logging in to OnBase Like other tabs the Home tab is divided into ribbon groups The Home tab displays several commands summarized below NOTE Users can minimize the ribbon by right clicking on the ribbon and selecting Minimize the Ribbon Users can maximize the ribbon by right clicking and choosing the same option The Favorites Group E st Ww The Favorites group is used to open and Home Personal Favorites configure the home layout and favorites r Fage r r Favorites Use these options to e Make the currently Make this layout my Home Page displayed layout the home page e Reset the layout that is displayed as Home to the default Home BE Reset Home Page The Personal Page command allows users to view and edit their Personal Page Ee E Add this layout to my personal page Personal Page Use these options to e View rename and delete layouts that Pe Add this layout to my favorites have been added to favorites e Add the currently displayed layout to Favorites Eo Manage my favorites Favorites The Documents Group The Documents Gr
2. E EE EEEE ETN 11 Append DOCUMEN S esre EEE E E E 11 PAE DOE E E E ret Tr ret 12 REINS xine Doc ments cies sacanecessscseesduinasadusienstenocdasartusesdeesbusarnatetursluneecs netadectsniasamiarnan E TETE 12 Docunm ot Romovia seeren E E E E ET E EE 13 Uploading Documents from your Computer s icccivascusecussdessssseavecsensducseesncvossaidusasearaceesensinacbaccsseesecusseee 13 Appending Documents Via Upload ccccccsssssssssssseeeeecccccceeessaaaaeeeessssseeeeeccecceessssseaeeegassseeeeeeeeeeees 13 Using the Vimal Print Diye ot caso ceessecassicasacteatatecsanctnantasuateastncneede aae a Ee Ia 14 acode Document Va EmU leeesrren E S 14 Te OS Gie e E E E E S S 15 A OS esea E T A E E AE OA E E TOEA EO AEA A AE 15 Notes in the Document Viewer cccccccceccececcececcececescececcececcececeecscesceceecscusceccuscecuscscescscscscseecusesees 15 OnBase 13 User Manual 3 WODO AE a lt lt eaten erp eC ners neste we pen mE eC Senn Wier Orpen CORT U RT EaO SEE TER tn nr E ERENCE ee 16 WOE KIO WIN ICC Y WOLUS 2 cdenescisesnctets vasrinhadstanceenctasesyaunds bassindia cetanteencosuneeaensinassieabasshantertncisumeueencinaanes 17 Views Key words sient acscaccs asta gaitalie tie a a ease aataliaietandoneo deena 17 BSAC OMY KC WOES Sera A tie te shutied E a 18 VV AUC CA As GNAEA CTCL akea A a sa gieleasunacaaa iene A eect eae 18 The Apple ation aw betes wu eerie ase a olen A cast enacting AR 18 Customizations nthe Unity CMeM Gia tsesiaecanan
3. option for password maintenance Layout Each screen in the OnBase Unity Client is referred to as a layout Default layouts are set for most of the actions in OnBase including Document Retrieval OnBase will open the Home Layout by default when the application is launched but users are able to customize the Home Layout The Task Pane The Task Pane is displayed in relation to the user action For example selecting the Keywords option on the Document contextual tab displays the Add Modify Keywords task pane Typically the task pane is used to view some information that will be displayed briefly and then closed It is also used for tasks such as adding documents to an envelope displaying a document s keywords notes and cross references or managing Favorites Processes in OnBase Scanning Documents 1 To begin scanning documents open the Disconnected Scanning software by choosing Hyland from the Start Menu and selecting Disconnected Scanning OnBase 13 User Manual 9 2 Enter the user s credentials in the Disconnected Scanning user logon dialog box 3 Select Server to log in to the ees i i Disconnected Scanning server Server address http ccdiapp02 ccis edu appserver sei v NOTE ccdiapp02 ccis edu is the server address for OnBase Test To log into OnBase production enter ccdiapp ccis edu as the eeeeeeee server address JDMONTAGUE1 lt default gt 4 Select OK in the User use blank
4. ribbon and the task pane Ribbon Group RIBBON M Envelopes gt P mh Query History H F 1 neral M ome Favorites Bs lom Retnera caltea P Document Harite Upload wibos Forts Documente Create intemal Mall Document Retneval Search Results 1 of 16 Documeans Selected Cocuma t Types and Groups Document Type ey c icon Hame AP Packing S lt A gt i a OT _ daa Packing Sp for PO 123 from TAP IT BUTTONS INC Document I a3 eh ariera Packing Sio for PO S50 from OFFICE SUPPLY Qeot Meme WAREHOUSE AP Hoe PO Verdor Invoice CN aaa EN pee a AP Packing Sp WAL Packing Sip for PO 662 From PHONE SHAD Document Date i 1 7 2026 Ear Purchase Order OB Peckng p for PO 070 from TAP IT BUTTONS TW Aise kiwat ina Date Range gee Packing Sip For PO 765 From COMPUTERS ARE LS Keyword x me Packing Sip For PO 767 From OFFICE SUPPLY WAREHOUSE PO Packing Sip for PO 797 from TAP IT BUTTONS Puc 660 The OM Packing Sip for PO 881 From COMPUTERS ARE US Yenda gA Packing Sip For PO BBS From OFFICE SUPPLY WAREHOUSE t23 R bb Bh Packing Sip for PO B83 From PHONE SHACK sadana l on OFFICE SUPPLY WAREHOUSE l Pating p for PO 003 from PHONE SAX twee s The ribbon Ge Pachng Sip for PO 853 from TAP IT BUTTONS Jvc 2110 g Poing Sp Fer PO 989 From COMPUTERS ARE LS displays d Packing Sip For PO 990 from OFFICE SUPPLY WAREHOUSE die Packing Sip for PO 992 from PHONE SHACK available dfe Packing Sp for PO 999 from TAP IT
5. D lt DEFAULT LANDSCAPE gt 0 AD lt DEFAULT PORTRAIT gt 0 AD lt NO TEMPLATE gt 0 Scan Batch Processing 50 ca Pet s amp T z OnBase 13 User Manual 11 3 Choose the appropriate scan queue for the batch It is no longer necessary to select Awaiting Index from the Status Queues and then select your scan queue Click directly on the scan queue Note that scan queues and status queues now appear in a navigation tree on the left side instead of status queues being located across the top 4 Locate the file in the existing batches and double click on the batch name to view and preview the documents in the batch 5 After previewing the batch click the green arrow next to the batch name to return to the Scan Queue list 4 Batch Name 2014 04 08 EKPOREMBA 45263 Number of Documents 31 6 The batch has now been previewed and is ready for indexing Right click on the batch name and click Index Documents 7 Inthe Batch Indexing pane choose a document type The fields below may take a moment to populate as they are document type specific 8 Associate a COMM Code and a Datatel Person ID with the document Press Tab on the keyboard to auto populate the remaining fields 9 To index the batch click Index A Note on Scan Queues When batches are indexed in the Unity client they may take up to five minutes to commit When users access scan queues within Unity they will notice the batches are sorted int
6. OnBase 13 User Manual 1 So itinnlernee lee established 1851 TECHNOLOGY SERVICES On Base 12 User Manual OnBase 13 User Manual 2 Table of Contents OnBase is the document imaging and archiving software that replaced Singularity in 2012 The software is maintained by a company called Hyland Using Hyland s OnBase application workflows and processes can be customized for different offices departments and campuses allowing for increased efficiency and effectiveness If you are viewing this document as a PDF you may click on the headings below to navigate directly to sections of the manual Contents Ve am Ti 1 OC AGE ssc saecncaanacseasens a E E 4 INAV 12 AUTO a E E P ET TE T E A E EA E 4 Ti FRED DOM een E E E EAE E EA E E EEE E 4 Tae one TI A E AA A E E 5 The Applicaton WCU sis sseissetter seca EE e a 8 TeV OUM EE EEEE E A E EEE E E E A E EA 8 Te TETI n S E E N E E A E REE E A N E RE E ES 8 Processes 10 0111 02h pene ane RE eee Se Mer Meret SENT Tee Tet Sener ate ett reM re Tere Tet heme eee ethene Ter a ee ee 8 cin i DOTE N ea a E 8 PC AEN OIA e ep shee secs cce N ce pe E esac ad E ee cee cing signee eh seeeeenecene ecto ceseans 9 Uploading Documents from Disconnected Scanning ccccccccccccssssssssesssseececcceeeeeeseeaaaaaeesseseeeeeeeeees 10 PROCS S61 TGC MMIC US a sense nacesavenasecssavavsaccasatensaaiysnaseasgacssauaneactiena teneacurconadagueseasaateaeatenateeasatacsassassescoaasaeses 10 ANE OG 5 Cal CUCUC enee
7. anual 14 5 Choose the document from the left hand navigation pane to which the new document should be appended 6 A preview of the document will populate with assigned keywords 7 Double check that the document you are uploaded should be appended to the previewed document and click Append Page s 8 To upload the document as a new document click Save as New Document from the bottom left corner of the dialog box Using the Virtual Print Driver The Virtual Print Driver is a program that is installed on user s computers and allows them to print documents into the Unity Client from any program on the local computer To use the Virtual Print Driver 1 Locate a document on the computer to store or manipulate within the Unity Client 2 Follow the procedure for printing the document from the specific program ee 3 Choose to print the document to the printer named Hyland Software Virtual Printer 4 The document will open in the Unity Client under the Upload tab 5 Associate a document type and index values with the document and choose Upload 6 The document is now uploaded into the Unity Client Sending Documents via Email Occasionally users may need to send documents via email To do so 1 Open the document in the document viewer by using Send to Mail the Retrieval tool Document 1 of 1 2 From the Actions group on the ribbon click Send to reais LAORE cate weet 3 Click Mail Recipient As Attachment as e
8. d Customizations in the Unity Client OnBase 13 offers several easy customizations in the Unity Client including the ability to build completely custom Personal Pages as well as the ability to personalize several of the user options for a dynamic user experience Personal Pages The Unity Client now offers customizable Personal Page features that can speed up access to information Personal Pages allow users to add commonly accessed layouts to a centralized location for easy access Access your Personal Page by selecting Personal Page from the Home tab on the ribbon OnBase 13 User Manual 19 Justi s Documents Upload Advising Student Documents Barbara Dupid Student Documents Justi Montague Documents from My Computer AD MP Checklist MONTAGUE JUSTI Click to open AD MP Acceptance Letter DUPID 3438511 8 26 2013 BARBARA 0000002 4 7 2014 Click to open Student Documents Barbara Dupid AD MP Goal Statement MONTAGUE AD UG Acceptance Letter DUPID JUSTI 3438511 BARBARA 0000002 4 7 2014 AD MP ion AD MP Acceptance Letter DUPID 3438511 05 14 2013 AD UG App Withdrawal BARBARA 0000002 4 7 2014 Adding Document Types to your Personal Page If a user is consistently uploading documents under a specific document type you are able to set up a personal page tile that contains that preset document type After doing so users can easily upload documents by selecting that tile from his or her personal pag
9. d to be re indexed To do so Open the document in the document viewer In the ribbon click Re Index The Re Index task pane will open on the right side of the screen To change the Document Type select a new option from the Document Type drop down menu ode lle aa To associate the document with a different individual type the new ID number in the Datatel Person ID field Press the Tab key on the keyboard to auto populate the remaining keyword values i 7 After the necessary changes have been made click Re Index OnBase 13 User Manual 13 Document Retrieval The document retrieval process assists users in locating viewing and manipulating documents that have previously been indexed To retrieve a document 1 Select Retrieval from the Home tab on the ribbon The Document Retrieval layout will open 2 Choose a document type To search for all document types associated with an index value select any document type and hold down the Control key and the letter A on your keyboard simultaneously 3 Enter the index values associated with the document to be located Enter the College ID number in the Datatel Person ID field and press the Tab key on the keyboard to auto populate the remaining fields 4 Click Find to locate all the documents associated with the specified document type and index values 5 Locate the document in the Search Results pane and double click on the document to view it Uploading Documents from your Com
10. e Click Upload from the Home tab on the ribbon Select a Document Type Group and a Document Type Click the Home tab on the ribbon Click the arrow below Personal Page From the drop down menu click Add this layout to my personal page The layout will now be available in your personal page and will redirect to the Upload screen for that particular document type when clicked oe eS Creating Personal Page Tiles with Custom Queries If you are consistently searching for the same student using the Student Documents Custom Query you can save the results from that Custom Query as a tile in your personal page To do so Click Custom Queries from the Home tab on the ribbon From the Query navigation pane click Student Documents Enter a user s Datatel Person ID in the corresponding field and select Submit Once the results are displayed on the screen click the Send current custom query search results to personal page option oo ea T Student Documents Search Result vocument s Student Docurnents 5 Enter a description for the custom query This description will be the name for the custom query tile Click OK 6 The custom query tile will be added to your personal page Adding Forms to Personal Pages 1 Select Forms from the Home tab on the ribbon 2 Inthe Forms navigation pane select the AD UG App Withdrawal Form or another appropriate form you frequently use 3 Click the Home tab on the ribbon Click the arr
11. f note If the user is adding a note to an open text or image document click on the document to place the note To add text to the note double click the note 3 If the user is adding a note to a document in the Document Search Results list the Notes Pane is displayed in the task pane If necessary type the text for the note here and then choose Close 4 To delete a note perform one of the following a Select the note and click Delete Note in the Notes Gallery b Right click on the note in the Notes pane and click Delete Note NOTE Notes are limited to 250 characters Annotations Annotations are available from the Notes Gallery when a document is opened in the OnBase Viewer Because annotations must be drawn onto documents they are not available from the Notes Gallery when a document is selected in the Document Search Results list To add an annotation 1 Select the type of annotation from the Notes Gallery in an open document Depending on the type of annotation that has been selected the user may be prompted to add text after the note has been placed in the document 2 Define the location and size of the annotation by clicking and dragging the cursor over the document Ensure that the annotation is visible in the Document Viewer Release the mouse button when finished to display the annotation 3 There is no need to save annotations Notes in the Document Viewer Users with the appropriate viewing rights will see most notes disp
12. kedceadcheicedu etd sansaarianaelad dead cheirebutddisaetialiacaulediaadgheneetoeielsaaets 18 Ege RO dye IN 2 cic a E ee one a pea nOt nT A E AN 18 Adding Document Types to your Personal Page cccccccccccccccsessesseseseeeeceeeceeeeeeseeaassasssssseeeeeeeeess 19 Creating Personal Page Tiles with Custom Queries ccccccccccccecceceeeeaeeeesesesseeeeeceeeeeeeeeeeeaaaeseeesees 19 Adding Forms to Personal Paces enreseno ata seat aeshad enn smunltal adn eaigenonkiiaaatade Sacamerieuad ates 19 Casom ZA a Seg Ce igs OON S ameter anterior ne i roi Ete nee ene oI rn CSE Cae 20 TASK PANE OnBase 13 User Manual 4 Logging in to OnBase OnBase is accessed through an application often referred to as the Unity Client This terminology simply indicates that the software program has been downloaded to the computer as opposed to being stored in a web based environment To log in to OnBase 1 Navigate to the computer s Start Menu and select Start OnBase 2 Choose All Programs a Hyland Software solution 3 Choose Hyland 4 Choose Unity Client NOTE When accessing the Unity Client users will view options for accessing Hyland Unity Client TEST and Hyland Unity Client PROD Please be sure to access the correct version 5 Enter the user s credentials in the dialog box and select Login 6 The Unity client will now open Navigation The OnBase Unity Client window has three primary areas the layout the
13. layed on the document when viewing it Some notes are displayed open and some must be opened to view their content Some notes are displayed in the document as an icon Double click this icon to view the note Notes may either be shown or hidden on documents by default To show or hide notes e Right click the document e Click Show Hide Notes in Viewer Viewing and Hiding Notes OnBase 13 User Manual 16 To move a note click and drag the note icon on the document Release the mouse button when the note has been moved to the desired position The new position is saved automatically e Note Users cannot move a note outside of a document To delete a note right click on the note icon or on the note Click Delete Deleting Notes Note Click Yes to confirm that the note should be deleted Moving Notes Click View Notes List from the Document Tab to display the Notes Pane Select the note to be deleted Click Delete Note in the Notes Gallery Click Yes when prompted to confirm Click Close Click View Notes List from the Document Tab to display the Notes Pane Editing a Note Select the note to be edited Edit the note Click Close to close the Notes Pane Working with Images The Image tab a contextual tab in the Document Viewer accessed through the Retrieval tool allows users to view documents more efficiently The options below can be used to resize and reorient documents This option allows users to zoom in on selected
14. ldcard characters can only be used to match alphanumeric keyword values 1 Type one of the following wildcard characters directly into the keyword type field to search for text strings containing one or more unspecified characters a the wildcard character can be used to replace one or several characters of a text string For example the text string Ste ens will find all instances of both Stevens and Stephens b the wildcard character can be used to replace a single character in the text string For example the text string Sm th will find all instances of both Smith and Smyth The Application Enabler The third section of OnBase is the Application Enabler The Application Enabler allows for integration between the Unity Client and Datatel Colleague When using the Application Enabler with Colleague users can view documents stored in the Unity Client that are associated with the student s College ID number To use the Application Enabler 1 Be sure the Unity Client is open in the system tray on your computer 2 Login to Datatel Colleague Search for a record in Colleague 3 Press down the control key on your keyboard and click on the College ID number in the context card 4 After a moment a new Unity Search Results window will display populated with a list of all documents stored in the Unity Client for the user whose record is open 5 Click on a document in the Documents Pane to view it 6 Close this window when finishe
15. ning into the batch choose Done Scanning Option Uploading Documents from Disconnected Scanning Once the batch has been scanned using the Disconnected Scanning Software it must be uploaded into the Unity Client To do so 1 Locate the batch in the navigation i Local batches lt AD UG Admissions gt tree within the navigation pane on an a pe 1 i E ine left ele of the screen mi oa In an ian _ Index batch 2 Right click on the batch and choose a Fully indexed Scan more documents Upload Batch EI Incomplete upload Rename batch 3 The Verify Operations dialog box Properties will display 4 Click Yes veined baie 5 The batch will now upload into the Delete Unity Client To continue working with it open this application PERRET atch Processina ESE Processing Documents gt f ee Once documents have been uploaded into the Unity _ Queues pane at Client they will need to be indexed Indexing Contiquration Browse documents moves them into the document archive in Si QO the Unity Client so they will be available for retrieval Incomplete Disconnected Scan 2 Ig l later Awaiting Image Processing 0 Awaiting Advanced Capture 0 Awaiting Ad Hoc Advanced Capture 0 L Log 1n to the Unity Client Awaiting Pre Index Scan Queue Sorting Awaiting inder 44 2 From the Home tab choose Batch Processing Index In Progress 11 Awaiting Commit 0 Committed 4 Scan Queues A
16. o different categories e Awaiting Index Documents that have been scanned with Disconnected Scanning and need to have keyword values associated prior to indexing e Index in Progress Documents that are currently indexing e Awaiting Commit Documents that need to be committed to the system Documents can take up to five minutes to be committed to the system e Committed Documents that are available for retrieval in the Unity Client e Incomplete Disconnected Scan Batches are placed in to the Incomplete Disconnected Scan process queue when a batch upload from Disconnected Scanning cannot be completed If a user is unable to locate a batch within retrieval it is likely due to the batch not having been committed If the user is able to locate the document in the Awaiting Commit queue wait the requisite five minutes and attempt to index the document Appending Documents When users are indexing documents in the Unity Client they have the ability to append to append or join documents together To do so 1 Click Batch Processing from the Home tab on the ribbon 2 Select a scan queue and a document to be indexed OnBase 13 User Manual 12 Batch Batch Name Scan Date Status Total Documen to be Indexed 377 2012 06 12 JOMONTAGUE1 6 12 201211 55AM Awaiting Commit 0 6 21 2012 11 34 AM Awaiting Index 3 Right click on the batch to be indexed and click Index Documents 4 Associate a document type and keywords with
17. or lt default gt for server default datasource authentication dialog box to launch the Disconnected _ Scanning application 5 Select a Scan Queue Source and Format before attempting to scan Kab ASTAS Bee Em Ff Scan Formats Each one sided page in the batch 1s scanned as a Simplex Multi Document Single Page separate document The one sided document is scanned as a multiple page document Simplex Single Document Multi Page NOTE It is recommended to use the Multi Document Single Page format for most scanning projects 6 Place the document s in the scanner face down 7 Select File OnBase 13 User Manual 10 A Choose Scan new batch Properties for Canon DR 2010C on STI 0000 Dedicate a name to the batch and choose OK asic Brightness Image processi Others 10 The Properties dialog box will open Ensure 26 Chom User Preference that a The page size is listed as Letter 8 5 x SEMIS eee 11 in Made Black and White b The Dots per inch is listed as 200 dpi Setting c The Scanning Side is listed as Simplex Base ee Letter 8 5 44n 11 The document will be scanned and a preview Dots per inch 200 dpi will be displayed on the screen 12 When the document has completed scanning SAADEN Sme choose Cancel ink 13 To scan additional documents into the current 7 Deskew batch choose Scan More Pages Moire Reduction 14 When the documents have finished scan
18. oup is used to work with 1m Ms BH Query History documents once they have been scanned aor indexed uploaded or printed in to OnBase Custom Retrieval Queries Documents Custom Queries Retrieval The Create Group T Forms Upload Create The Workflow Group Workflow Workflow OnBase 13 User Manual 6 Custom Queries allows administrators to build and modify custom search criteria L Document Retrieval Document Types and Groups Use the Retrieval command to bring documents into the Unity Client once they have been scanned and indexed The Create Group is used to work with the creation of documents in the Unity Client via upload from your computer as well as working with HTML Unity Forms Upload Document Type Group lt All gt Working with forms allows users to develop more detailed personal custom queries related to specific documents within the system Choose the Upload command to upload documents into the Unity Client from your computer The workflow group will be available for Unity Client users who have permission to view projects within workflows By selecting the Workflow command users will be able to view the workflows of their specific department Departments are responsible for training employees on workflow processes OnBase 13 User Manual 7 The Imaging Group gt gt The Imaging Group assists u
19. ow below Personal Page OnBase 13 User Manual 20 4 From the drop down menu click Add this layout to my personal page 5 The layout will now be available in your personal page and will redirect to the appropriate form when clicked Customizing User Options Users have the ability in Unity Client 13 to customize several options that essentially reconfigure the way OnBase works to be more preferential To do so 1 Click on the Application Menu from the Unity Client 2 Click User Options 3 Use the resulting dialog box to customize specific options for how the Unity Client works for you including a The confirmation message that displays when a user logs off or exits the system b Automatically open the notes pane when viewing documents c Ability to automatically delete files from your computer after they have been uploaded into Unity d Automatically expand the Options Panel at the bottom of the upload browse acquire menu Technology Services has identified the most helpful customizations under the General Document Document Upload and Workflow tabs in the User Options menu
20. puter Using the Unity Client users have the option to upload documents from their computers as an alternative to using the scanning process the equivalent to using the Import function in Singularity To do so S o 1 Select Upload from the Home tab on the ribbon This will open Home Upload f the Upload Contextual tab m 2 Select Browse from the ribbon A 3 Locate the document to upload and choose Open 4 Using the Upload layout associate a document type and index values with the document import Spivak 5 Choose Upload 6 The Unity Client will confirm the document has been uploaded and the document will open in the Browse Acquire Upload Cancel Document Viewer Appending Documents via Upload With Unity Client 13 users are able to append to existing documents via the Upload command From the Home tab on the ribbon click Upload Select Browse from the ribbon and locate the document to be uploaded Click Open Choose a document type and keyword values and select Upload If the document is recognized by the system as possibly being an addition to an existing committed document the system will present the following message This document appears to be related to an existing document If so please select the original document and select the appropriate option below PODST AD UG Acceptance Letter DUPID BARBARA 0000002 4 7 2014 Created By JDMONTAGUEL Document Date 4 7 2014 OnBase 13 User M
21. rd values referred to in Singularity as index values displayed automatically in the Keywords window when the document is opened Users can also view keyword values that are not auto displayed Depending on the system s configuration these keyword values may be masked or read only Viewing Keywords To access a document s keywords 1 Right click on a document in the Document Search Results list or an open image or document and select Keywords Users may also click Keywords from the Documents tab 2 Selecting Keywords will activate the Add Modify Keywords pane From this pane users may view a document s Document Date or Keyword Values depending on the user s rights and the document type Note Although some users may have permissions to modified keyword values in this task pane it is not recommended to use this function to change the keywords associated with documents It is recommended that users change keyword values via the re indexing process OnBase 13 User Manual 18 Read Only Keywords Sometimes users can view but not modify some or all of the keyword values on a document This can be for the following reasons e Keywords can be configured to appear as read only to certain user groups e The user group does not have the right to modify keywords e Another user has the document checked out or locked Wildcard Characters A wildcard character can be used to match keyword values where one or more characters are unknown Wi
22. regions of the meee document After clicking on Selection Zoom click on the document Selection Zoom and drag the mouse to select an area to zoom in on Release the mouse button to zoom in on the selected area The Hand Tool allows users to pan or scroll the document in any direction When this button is selected click on the document and drag Hand Tool the mouse to move the document Previous Document displays the previous document in the Document Previous Previous Search Results list Document gt Next Document displays the next document in the Document Search ene Results list a Next Document Previous Page displays the preceding page of a multi page document OnBase 13 User Manual 17 Next Next Page Next Page displays the following page of a multi page document First Page First Page displays the first page of a document Last Page Last Page displays the last page of a document Go to Page Go to Page allows the user to navigate to a specific page of the document After clicking this icon type a page number and click OK E Toggle Thumbnails allows the user to expand and collapse the page thumbnails on the right side of the document viewer mutans Toggle Thumbnails modification including editing and splitting documents as well as rotating and flipping documents The Modify command contains several other options for document Modify Working with Keywords Some documents have one or more keywo
23. sers in Batch Batch Scanning Processing imaging scanning and processing files Imaging Select Batch Processing to image files after they have rs been scanned NOTE Batch In previous versions of Processing the Unity Client this command was called Batch Indexing Batch Processing OnBase 13 User Manual 8 The Application Menu Select the Application button in the upper left hand corner of the Unity Client window to access administrative functions and open previously used layouts After clicking the Application button the Application Menu is displayed aa e Selecting Open in a New j Open in New Window tae eae Window allows the user to open the current layout or search results in a new Troubleshooting window The Troubleshooting option User Options allows the user to show troubleshooting P EN information such as the information on ministration the connection to OnBase rendering Change Password information and memory usage as well as viewing and clearing the request log X Close Window Choose User Options to configure options within OnBase such as settings for imaging printing and document handling e Selecting Administration allows the user to manage document locks e Users can change their OnBase password by selecting Change Password however since Columbia College users log in to OnBase with their CougarTrack credentials the Reactivate your Login tool in CougarTrack is a better
24. t i ae nb ellen 4 The Send to Mail task pane will open Choose a file MONTAGUE JUSTI 3438511 format and settings for the document as well as any z 4 3 2012 notes associated with the document 5 Click Send A new message will open in Microsoft Outlook with the document listed as an attachment Proceed as you normally would in sending the email Other options for sending documents include e Internal user send the document to a user via internal mail e Envelope displays the Envelope Pane in the task pane e Print displays the Print dialog box e File displays the File pane in the task pane and allows the user to save the file to his or her computer Saving a Document to your Desktop Occasionally users may need to save an existing document to their computer To do so OnBase 13 User Manual 15 1 Open the document in the document viewer 2 From the Actions group in the ribbon click Send to 3 Click File The Send to File task pane will open 4 Choose a location on your computer for the file by clicking on the folder above the Save button 5 Click Save The Notes Gallery If the user has sufficient privileges he or she can view and create notes and annotations on documents using the Notes Gallery Notes are available from the Notes Gallery when a document is opened in the OnBase viewer or selected in the Document Search Results list To add a note 1 On the Document tab in Notes select the type o
25. the document in the task pane 5 Click Index 6 After the document has been indexed a green Index Append Scan Undo Ki 64 p l ol re w check mark will appear next to it in the document pane Number of Documents 3 7 Select the next document from the document Status Documents pane Associate a document type and keyword T a values with the document Unindexed Document 8 Click Append This will join the second document to the first when it is indexed 9 A green check mark will appear next to the appended document 10 Continue to append all relevant documents in the batch Splitting Documents In addition to adding additional pages to already indexed documents the Unity Client offers the ability for users to removed pages from document and create a separate document referred to as splitting the document To do so 1 Open a document Select the first page of the document to re index 2 Right click on the document and choose Send To 3 Click Create New Document In the Create New Document dialog box enter indexing information regarding the new document 4 Click OK 5 A new document will be created from the pages indicated in the Create New Document dialog box These pages will be deleted from the original document by default Re Indexing Documents Occasionally documents may become associated with incorrect keyword values or the wrong document type To change these items the document will nee

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OnBase 13 User Manual - CC Training & Development