Java™ Web Client Retrieval Manual - Northern Illinois … 11 To Display a Document: To display a specific document from the Hit List, highlight the document and double-click to display

Java™ Web Client Retrieval Manual

for OnBase 8.2

Northern Illinois University

OnBase System

Feb 2010

Onbase_JavaClient_Feb2010.doc 1

Overview of the OnBase System

Will it be difficult to learn the OnBase system?

• …of course not! The OnBase system is very similar to many other “Windows” applications. It uses “windows” to display various data and has Menu bars, Menus and Icon Tool bars as do most Windows applications.

How do we become paperless – what is the overall process? • Electronic documents will be imported automatically into the OnBase

system and NIU staff will then scan paper documents.

• Staff works with the PeopleSoft system and the OnBase system to process the paperwork.


Logon to OnBase via the Web

Open your browser. OnBase-Java™ Web Client is supported on

Internet Explorer®, Mozilla® Firefox® or Macintosh Safari™

At the address field type in the following URL: http://documentimaging.niu.edu/appnet-activex/JavaClient/main.html and press the Enter key. Tip: Save this address to your Internet Favorites or

Drag this address to your desktop so you can just click on this icon. If you lose your desktop icon, then simply follow these directions to access OnBase.

Note To LAN Administrators: To access OnBase from home, the VPN Client in used (the Helpdesk at NIU can assist with this software). Helpdesk number is: (815) 753-8100 For using the JAVA client, additional Runtime Parameters may be needed. Watch for future information about Java settings.

http://documentimaging.niu.edu/appnet-activex/JavaClient/main.html


Login Procedure to OnBase

Step 1. NIU should appear in the Domain. If not present, type in NIUNT

Step 2. Enter your Account ID (Novell) and TAB to the next field.

Step 3. Enter your Account password and TAB to the next field.

Step 4. Left click on the Login icon.

After a successful logon, the system will display the basic retrieval window. The various windowpanes run up and down along the left side of the large window.


Three commonly used menus on OnBase are:

File – use to logout of the application View – to access areas of OnBase such as Document Retrieval, Workflow Help – to search for specific help Setting up for Document Retrieval

Step 1. Click on View from the menu bar Step 2. Select Document Retrieval The retrieval display window will show. Once Document Retrieval is selected, it will remain the default screen for the next time you login to OnBase.


Retrieval Window: Display the Document Retrieval Window

Document Type Groups-use dropdown to select Document Types-dynamic selection based on Document Type Group choices Date Fields Keywords-dynamic selection based on Document Types choices Search Results-Document Search Results list

Document Retrieval Window Document Retrieval allows a user to search for documents by: Document Type Groups (Grad Admissions, UG Admissions & other Document Types (Application, Transcript, etc.) Keywords (Employee ID, Social Security No., Name etc.) Dates (Specific Dates when document was scanned) Most retrievals will be by EMPLID (Employee ID), Social Security Number, Name, or ZID number in combination with various TYPES of documents.


Retrieval Window: Retrieve by Document Type Groups and Document Types Document Type Groups:

Select the Document Type Group by using the down arrow and highlighting a specific Group for searching in Document Retrieval. Example: Graduate Admissions will highlight “GR Admissions,” whereas UnderGraduate Admissions will highlight “UG Admissions.” Left click on the Search button when selections are complete, or press the ENTER key. Document Types:

Select the Document Type by highlighting a specific type. You may select more than one type for searching in Document Retrieval. Click / Shift+Click will allow you to select documents types between the first click and the second Shift+Click Click / Ctrl+Click will allow you to select specific document types. You may use as many Ctrl+Click’s as needed to select the document types needed.


Retrieval Window: Retrieve by Dates

No Date Specified: If no date is specified in the From/To fields, the (used most often) system will search for all dates as the default.

Date Range: Enter a From/To date, or highlight a listed month or time period, or click on the Calendar Icon to select a specific date.

Single Date Only: When searching for a SINGLE DATE, the user must populate the FROM and TO fields with the same date. Note: The “Date” refers to the date that the document was scanned and indexed into the OnBase System. If no dates are specified, the system will search for ALL dates as the default.


Retrieval Window: Retrieve by Keywords

Notice the Scroll bar to view additional keyword fields.

KEYWORDS: The Keywords Tab is the area where the KEYWORDS are displayed and can be used for retrieval. Based upon the Document Type highlighted, a corresponding set of keywords for that Document Type is displayed in the Keywords area on the Retrieval window. If SEVERAL Document Types are selected, the Keywords displayed are those keywords that ALL the Documents Types selected have in common. The user may use the scroll bar to view the various keywords associated with documents. Retrieval Window: Retrieve by Keywords

Use the asterisk (*) wildcard character when the exact name is unknown. Tip: Always use an asterisk when entering a Name to ensure for any alternative spellings.


Retrieval Window: - Using Comparative & Logical Operators There are Logical Operators and Comparative Operators available to use for some searches. Click on the button to change the Operator. Operator Action

This is the default action.

Retrieval Window: Retrieval Button Options

Use the Clear Keywords to clear all the keywords that were entered into the Keyword edit fields. Use Clear All to clear all the information from each windowpane as well as the information that was entered into the Keyword edit fields. Searching

After a user has defined search parameters from the various search field(s), click on the Search button to display the document results. Note: The Search button will only be enabled if the user has selected a Document Type Group and a Document Type. If no search criteria are specified, the system will search for ALL data in that field as the default.


Retrieval Window: Results from a Retrieval Search - Hit List

Hit List Results

Hit list window

A window with the search results is displayed in the lower left-hand screen. Retrieval Window: Results from a Retrieval Search - Hit List


To Display a Document: To display a specific document from the Hit List, highlight the document and double-click to display it in the window to the right.

Note: You may see a Java logo while the document is being retrieved. This will disappear once the document is available.

The image above is a display of a Document Type that is a Student application.

Note:**For Privacy purposes in this training manual, social security numbers and names do not represent actual students.


Changing your Window Sizes: You may adjust the size of the windows by clicking on the center divider. While still clicked, move the divider as needed to view additional hit list information or to view the document retrieved.


Retrieval Window: Viewing Results from the Hit List Retrieval Window: Document Options

Right click on the selected document to view additional details about the document. View Keywords :

Click Cancel to return.


History: (Only certain users will have this option)

Click Close to return. Delete: This is not an option for everyday users of OnBase. Open in New Window: Workflow: This is not an option for everyday users of OnBase without Workflow access.


View Documents: Document Viewing Window – Toolbar

Page Navigation:

Click on each button to view pages of the document: First Page, Previous Page, Next Page, and Last Page respectively. Page Views:

Click on the + icon to zoom in on the document.

Click on the – icon to zoom away from the document.

Use the drop down arrow and select the image size. You may select from any of the pre-set choices or type in a percentage view of your choice. Tip: Fit Width is the default most commonly used.


Viewing Option Buttons:

Click on each button to change how the image fits in the window: Actual Size, Fit Width, Fit in the window, respectively. These are the same choices as were seen in the dropdown menu.

Use the Rotate arrows to change the orientation of the document. Click on these buttons to Rotate Left (counterclockwise) or Rotate Right (clockwise). Note: If using other views, you may use the scroll bars to move vertically (Up/Down) or horizontally (Left/Right) in each windowpane area. Printing from OnBase: To Print:

Use the browser File > Print


Using the Document Menu:

Right click in the document window to view additional options using the document. View Keywords – Use this to view keywords associated with the document. Click Close to return. View History -The system will display the history of this document. Workflow – This is not an option for everyday users of OnBase without Workflow access. Navigate – Notice the additional methods to navigate through the document.

Scale - Notice the additional methods to view the document.


Process – Notice the additional methods to manipulate the document.


Using Notes and Annotations on a Document Notes – Adding/Deleting Notes

When viewing a document, one or more notes can be added to document (if user has the appropriate rights). The note types available can vary from Document Type to Document Type.

When you add a note, the note is added to the specific page that is displayed, but the user may “drag & drop” and SAVE the note position to anywhere on the document.

To Add a Note

1. Click the Add a Note button.

2. In the Add Note dialog box, select a note type. Even if there is only ONE NOTE TYPE available, that one note type must be highlighted.

3. Click the OK button.


4. The note box consists of a text entry area and a title bar, which contains the AutoName string assigned to this type of note. In the text entry area of the note box, type the desired message.

AutoName string contains information regarding the type of note, date, user ID, and time that the note was entered.

Minimize the Note:

Minimize button

5.Use the minimize button in upper right corner. This will place a note icon on the page as well as show the note count in the lower portion of the page.

Note: If text already exits, it can be edited with appropriate rights. If editing a note, it is best practice to enter your initials and the date the additional information was added to the note.


Notice the note place in the upper left-hand corner of the document window. You may drag this note to any location on the page. The number of Notes is shown in lower portion of the page.

Sample student

When notes are added, all note graphics (icons) are positioned in the top left corner by default, so there may be a “stack” of notes there. Be sure to move the appropriate note.


Deleting Notes to a Document:

1. Right click on the note to be deleted

2. Select Delete Note

3. Confirm deletion by selecting Yes.

Note: Once a Note is deleted, it cannot be retrieved. All information in the note will be gone from the document.


Using Annotations:

Available annotation types may differ from document to document. In addition, you may or may not have user rights to add/delete annotations.

If you have the user rights, you can add/delete any available annotation type to a document while it is open in the Document Viewer.

Use the Draw Annotation button to toggle annotation on/off / .

Notice the Draw Annotation button is a darker color when active.

Tip: Annotations are active when the mouse pointer changes to crosshairs (+).You may add as many annotations to the document as needed.

The application continues in annotation mode until you click on the Toggle Annotation button again.

Select the type of annotation you wish to add to the document by using the dropdown menu. As with Notes, each annotation type is specific to an area. The annotation types available can vary from Document Type to Document Type.

After selecting the annotation, use the mouse to define the location and size of the annotation on the document. Starting at one end, hold down the left mouse button and drag the crosshairs (+) over the desired portion of the document. The mouse pointer (+) draws the selected type of annotation. Release the mouse when annotation area is drawn.


Four common types of annotations are:

Arrow : Click and drag the mouse ending at the point you wish to see the arrow.

Arrow Shape Drawn Arrow Shown Ellipse: Click and drag the mouse to the place and size you wish the ellipse to appear. Although the image drawn will be a square or rectangular shape, an ellipse will be created that fit inside the shape you have drawn.

Ellipse Shape Drawn Ellipse Shown

Highlight: Click and drag the mouse to the place and size you wish the highlight to appear. Highlight colors are specific to the department and document type similar to Notes.

Highlight Shape Drawn Highlight Shown

Overlapped Text: Click and drag the mouse to the place and size you wish the Overlapped Text to appear. Type in the pop-up window the message you need to place on the document.

Overlapped Text Drawn Pop-up Window to type text Overlapped Text Shown

When you minimize the Overlapped Text box, it will appear on the document.

Notice that text may overlap areas on the document.


DELETING a NOTE or ANNOTATION from a list of notes and annotations:

1. Double click the area at the bottom of the page to review Notes and Annotations to the document.

A pop-up window will show all notes and annotation for this document.

2. Double click on the note or annotation to be deleted.

Title bar

OnBase will display the selected note or annotation in a pop-up window. The pop-up window will be located in close proximity to the note or annotation you are deleting on the page.

3. Right click on the Title bar

4. Select “Delete Note.”

5. OnBase will ask “Are you sure you want to delete this note?”

Select the Yes to delete or No as appropriate.


6. Repeat these steps for each note or annotation. Each note or annotation is deleted independently and cannot be grouped to delete multiple notes/annotations at the same time.

Note: Once an annotation is deleted, it cannot be retrieved. All information in the annotation will be gone from the document.

Exiting OnBase : Be sure to use File > Exit to properly log off OnBase.


Contact Document Imaging: How to direct questions via Help Desk

Email [email protected] or call the ITS helpdesk (753-8100). To provide more timely and effective support as employees begin work in OnBase, we ask our users to e-mail the ITS HelpDesk with all questions regarding the OnBase System. The advantage of this procedure is that the entire Document Imaging support staff will immediately be notified about your concern. Therefore, if one of us is out of the office, someone else can respond. When creating your e-mail in GroupWise, simply type in "helpdesk" in the "TO:" field. Thank you for your assistance in implementing this procedure. It is our goal to provide you with the best service possible.

mailto:[email protected]


Enterprise Document Imaging Services Notes


Enterprise Document Imaging Services Notes