Human Resources Solution - Try OnBase Guides... · Human Resources Solution ... customers can leverage OnBase. The solutions provided here are ... Hyland provides no warranty or

Human Resources Solution

Note: We strive to make ideal example solutions of how

customers can leverage OnBase. The solutions provided here are

strictly demonstration examples and are not intended to be used

in a production implementation. Hyland provides no warranty or

support on demonstration solutions used in production

environments

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Try OnBase Quick Guide

Human Resources


Table of Contents Logging into the Human Resources Solution ...................................................................... 4

Unity Home Screen.............................................................................................................. 5

Quick Search (Custom Query) ............................................................................................. 5

Custom Query Search Results ............................................................................................. 6

Viewing Documents ..............................................................................................................7

File Cabinets and Folders .....................................................................................................7

Opening Up the HR - File Cabinet ...................................................................................... 8

Filling out an Electronic Form (Employment Application) ................................................ 9

Reviewing the Submitted Form .......................................................................................... 12

Logging Out ........................................................................................................................ 15

Questions? Need Help? ...................................................................................................... 16


Logging into the Human Resources Solution

Select the desired client. In this guide, we will be using the “Unity Client”.

Note: The OnBase Click-Once Installer for the Unity Client requires Internet Explorer.

Your login will be your Try OnBase credentials (e.g. [email protected]).


Unity Home Screen Upon login, you will arrive at the HR home page which will have pointers on how to

navigate the demonstration.

Quick Search (Custom Query) A custom query is a targeted search that will allow a user to find documents quickly. On the ribbon toolbar, you will see the Custom Query option:

Upon clicking this option, you will be presented with a screen that will allow for an

Employee Search. This search will find interview guides, emergency medical information,

employment applications, W-4s, resumes, I-9s, offer letters, and cover letters.

Let’s use “Jane*” to search for Jane Harper’s documents.

Note: By entering an asterisk (*), OnBase will perform a wild card search.


Custom Query Search Results After searching for Jane*, OnBase will return a list that looks like this:


Viewing Documents From the list of documents, double-click on the HR – I-9 Form item from the list. It will

open the I-9 Document for Jane Harper.

File Cabinets and Folders Based on the keywords and the types of documents you are storing, OnBase can organize

documents automatically without requiring the user to place documents into static folders. Users that prefer traditional “paper folders” will enjoy this option.

To search for documents within a traditional file cabinet and folder environment, click on the File Cabinets option within the toolbar area.


OnBase will open this screen:

Opening Up the HR - File Cabinet After clicking on the HR - File Cabinet option, a small sample size of employees are

available to select. In this example, the user double-clicked on the employee name “JANE

HARPER”.


We’ve organized this file cabinet to include documents grouped by the following folders:

Applicant Information, Employment Documents, and Performance Reviews. Clicking on

“Applicant information” will open the folder.

Filling out an Electronic Form (Employment Application) Select the icon that says “Forms”.

Once selected, you will see a list of forms that you can fill out.


To fill out the form, click on “APP – Employment Application”.


Fill in your desired fields, but note that there are required indicated by the red asterisk (*).

After submission, you will be prompted to create another form. If you’d like to do it again, you can select “Yes”. Otherwise, select “No.”


Reviewing the Submitted Form Note: This activity is only available after the completion of the “Filling out an

Electronic Form (Employment Application)” step.

Select Workflow from the toolbar under Home.

We will review the Application form that was submitted in the “Employment Application”

step. Select HR – Application Review. To expand the various stages of the Workflow

process, click on the arrow symbol to the left of the words, “HR – Application Review”.

Workflow provides a managed and consistent way to perform a review process on

documents that enter OnBase.

Select Application Review.


You will be prompted with our Application Checklist to review the applicant. If you’d like

to view the original Application, you can select the “Display Application” task from the

Workflow menu.

Note: The “Help Me” task will give you context-specific instructions on what to

do for each step.

Once the applicant is reviewed, you can select “Approve Applicant” to move this

document to the next stage of the process. After approval, the document leaves the Applicant Review step and into the Work for HR step.


OnBase presents a different set of tasks for the Work for HR step.

Select Tasks Complete. The application will move to the Work for Facilities step.

You will be placed into the Work for Facilities step, and you can complete the Approval

process by selecting “Tasks Complete”.


Logging Out To conclude your session, simply click on the red ‘X’ in the upper right hand of the screen.

The user will be prompted with the below screenshot. Simply click ‘Yes’ to conclude using

the application.


Questions? Need Help? We’re always happy to help out! You can reach us by sending us an e-mail at

[email protected] or by filling out the support form on

Try.OnBase.Com.