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Before You Start ABOUT THIS GUIDE
This document is meant to be a general guide. There is more in-‐depth documentation available in OnBase, under the Document Group 1Manuals & Videos.
ABOUT ONBASE USER ACCOUNTS
If you need a user account, please contact the OnBase support for your organization. Users are assigned rights to specific Document Type Groups, and the privileges granted may be varied. If you need additional rights and/or privileges, please contact the OnBase support for your organization. If you forget your log in ID or password, you can request this information through the UniCenter HelpDesk. The first time you log into OnBase, you will be asked to reset your password. If you need to reset your password again, you can do so by going to User, under the Document Menu.
Getting Started
BROWSER SET UP
The OnBase Web Client is accessed through the Internet, meaning you will use a Web browser to get to OnBase. The supported browsers are Internet Explorer,(versions 9, 10 and 11), and Firefox 24 ESR. If you are a Mac user, you can use Firefox 24 ESR and Safari 5 & 6.0. Please note that Firefox needs to have a PDF viewer plug in.
Make sure all the pop-‐up blockers are off. If you have an extra search bar (such as a Google or AOL) it will have its own pop-‐up blocker, so check it too.
GOOGLE TOOLS
Internet Explorer with added Google search
By changing these settings, you are allowing OnBase to install the ACTIVE X CONTROLS.
NOTE: • Your tech department can assist you if the district’s security doesn’t allow you to
change your settings.• If you are doing Web Scanning (see the section BRINGING DOCUMENTS INTO ONBASE)
you must use Internet Explorer.
Disabling the pop-‐up blockers is all that is required for Firefox. For Internet Explorer you will need to go to INTERNET OPTIONS, also in the TOOLS.
Click the SECURITY tab.
Click the green check mark for Local Intranet, then click SITES .
Click Advanced.
Uncheck the Require server verification box.
Enter https://onbase.hccanet.org into the “Add this website to the zone” box, then click Add.
Close that box – this will take you back to the Local Intranet area in the SECURITY tab.
Be sure the green check mark is still selected.
Set the security level to Medium Low. You might need to click a “CUSTOM LEVEL” button to do this.
Then click “APPLY” and OK.
Getting Started (cont.)
LOGGING IN You can log in from HCCA’s OnBase page (http://www.hccanet.org/onbase/). Clicking “Logon to OnBase will bring up a new window with a log in screen.
The username and password will be provided by HCCA.
NOTE: Even though the username and password are lowercase, they will appear on the screen as uppercase.
Document Viewer Window Navigation Bar
Document Retrieval List, also called the Hit List
Open Document
Pages Toolbar (Thumbnails)
Below is an example of what the OnBase screen will display after you search for a document.
ACTIVE X CONTROLS If OnBase fails to load properly after you log in, you may need to manually install the Active X Controls. To do this, go to: www.hccanet.org Choose OnBase from the QUICK LINKS menu. Click “Download ActiveX fix.” Click “Begin Installation.” There are several fixes to be installed – each has a red icon next to it. Each one will bring up a dialogue box asking if you want to install; go ahead and install. The red icons will turn green as each install is completed. When all of the installs are finished you will see a “continue to log in” button. This means you are ready to go!
Getting Started (cont.)
HCCA’S ONBASE PAGE AND ACTIVE X FIX SCREEN
NOTE: Your tech department can assist you if the district’s security doesn’t allow you to download programs.
Document Retrieval
Documents in OnBase are assigned to Document Types, which are stored within Document Type Groups.
• A Document Type Group contains Document Types. • A Document Type is a group of similar documents.
Document Types and Document Type Groups
When you log into OnBase, The Document Retrieval window opens by default. Select the Document Type Group from the drop down list, and the list of Document Types within that group will be displayed.
NOTES: • Not all users have access to all Document Type Groups. • Not all access carries equal privileges. You might be able to view a document, but not
to print or email it. If you have questions regarding your rights or privileges, your supervisor or OnBase contact should be able to help you.
Click the Document Type you wish to retrieve, or shift-‐click/control click to search multiple Document Types at once.
After you have selected your Document Types, there are a number of ways to search for specific documents. These are covered in the next section.
SEARCH BY DATE RANGE To find documents imported into OnBase between a range of dates, use the From and To date fields. Just enter the dates and click the FIND icon.
Document Retrieval (cont.)
After you have selected the Document Type(s) there are many ways to find specific documents. Once the Document Type(s) are highlighted, you can search using dates, keywords, text or notes.
NOTE: Clicking the expand button (to the right of the “To Date” field) will give you added date search options.
SEARCH BY KEYWORD
Using keywords to search offers multiple ways to find documents. You can search by entering a value, or by choosing an existing value from the drop down.
This can be further simplified by typing the first character(s), then clicking the dropdown arrow to pick from only the words that begin with those characters. Not sure of the name or the spelling? Use the asterisk as a wildcard. For example, if you don’t know whether the name is spelled Kelly or Kelley, you could enter Kell* to bring up all names beginning with Kell.
Operators can also be used to expand a search. Double click the keyword name to bring up additional keyword fields, then use the AND, OR, or operator combinations.
• Click the = sign to change to <, <=, > or =>. • Click AND to change to OR.
EXPAND BUTTON
SEARCH BY TEXT or NOTES
Some documents are text searchable, or have notes attached. By clicking the Text or Note tabs, you will find these search options
Searching For Documents
NOTES: • Documents in OnBase are
stored in different formats, and therefore will have different menus.
• Documents will open in their native format. For example: Word documents will launch MS Word.
• Some document formats, such as PDF will launch within OnBase’s document viewer window. These documents will have their own toolbars. You should use the toolbars that are native to the file for printing and emailing.
Document Retrieval (cont.)
Opening and Working with Documents
THE HIT LIST
Hit List is the term used for the list of documents that appears after you enter your search parameters and hit the FIND button. The list will display as many documents matched your search. It displays 50 per screen – if there are more than 50 documents, the arrows at the top of the screen will turn green. Click the arrows to navigate through the screens.
Highlight and double click the document to open it.
When you have selected your document, you will have a number of options available, depending on your user rights. Some of the options:
• Email or print • View the document’s history • Pull up related documents • Leave notes or read notes left by other users • Modify the keywords
You can access these options from the document viewer toolbar, or right click on either the highlighted document in the hit list for a condensed menu, or right click anywhere on the open document to get a full menu.
OPEN TEST DOCUMENT
Right click anywhere on the open document or on the highlighted document in the hit list for a dropdown menu.
Bringing Documents Into OnBase
Importing and Scanning Documents that are electronically generated by third-‐party software, such as student or financial programs, can be programmed so they are automatically added to OnBase. Other documents need to be scanned or imported from files into OnBase.
Individual documents generated by you, received by email, scanned to your computer, or sent on a disk can be added to OnBase by IMPORTING. Paper documents can be added directly to OnBase by SCANNING if you have a Web Scanning license. The methods are different, but the indexing features are the same.
IMPORTING DOCUMENTS If you have documents residing on your computer, on a disk, or that have been emailed to you, you can add them to OnBase by choosing Import Document from the Document Retrieval dropdown menu.
First you must tell OnBase where to find the document. Do this by clicking the BROWSE button. This opens your computer’s file window. Simply open the folder containing the file and select the document. Next, you will INDEX and UPLOAD the document (see the section on INDEXING AND UPLOADING).
SCANNING DOCUMENTS Printed documents can be added to OnBase by choosing Scan a Document from the Document Retrieval dropdown menu. If you do not have a Web Scanning license, you will not see this menu item. The next step is to select the scanner and format the pages being scanned. The scan format settings include the layout (portrait or landscape), the resolution, color settings and double or single sided pages. These options are determined by your scanner, not OnBase.
Scan Menu
Scan starts the scanner, sweep pulls in documents from disk and options allows you to select the scanner and scan format.
SCANNER CONTROLS DOCUMENT CONTROLS
These controls stay grayed out until the document has been scanned. They will help you navigate the scanned documents and include options to advance pages, change the way they fit the display, zoom, rotate and delete.
After setting your scan options, you will INDEX and UPLOAD the document (see the section on INDEXING AND UPLOADING).
INDEXING After you have selected the document to import, or scanned it into OnBase, you will need to INDEX it. This means telling OnBase where, and in what format, the document will be stored, and assigning keywords for later retrieval.
Bringing Documents Into OnBase (cont.)
Indexing and Uploading
You start indexing by choosing the Document Type Groups and the Document Type for the file. Then you must choose the correct File Type. This refers to the format of the document, ie: Excel, PDF, Quick Time Movie, etc.
FILE TYPE DROP DOWN Next, you can enter a date for the document or leave the default date of the import/scan. After that, you can enter the keywords. Some keywords will be pre-‐defined, and you can select
You can also enter just the first letter or letters and hit the drop down arrow to bring up a narrower selection.
Some keywords are designed to autofill. For instance, a keyword group might be configured to enter the name and birthdate when the social security number is entered. To use the autofill, use the TAB key (not the ENTER key) when entering keywords.
UPLOADING After the indexing has been completed, you simply hit the UPLOAD button!
NOTE: DISCONNECTED SCANNING is an import method used for scanning large batches of documents for later indexing. The indexing works much the same way, with a few exceptions, including:
• You will choose AWAITING INDEXING from the Document Retrieval drop down. • You have the option to “lock” keyword s for batches where most of the keywords are the
same for a large number of the documents.