OnBase 18 User Reference Guide - University of MiamiUMIT Enterprise Content Management: OnBase Version 18 Unity Client Page 11 Working with PDF and Office Documents There are two ways

UMIT Enterprise Content Management: OnBase Version 18 Unity Client Page 1

OnBase 18 User Reference Guide Document Retrieval ....................................................................................................... 2

Custom Queries............................................................................................................. 3

Cross-References.......................................................................................................... 4

File Cabinets and Folders ............................................................................................. 5

Note Search ................................................................................................................... 6

Importing and Indexing Documents ............................................................................ 7

Indexing Batches of Documents .................................................................................. 8

Working with Image Documents ................................................................................ 10

Working with PDF and Office Documents ................................................................. 11

Working with Text Documents ................................................................................... 12

Completing Forms ....................................................................................................... 13

Separating and Combining Documents .................................................................... 14

Notes, Highlights and Annotations ............................................................................ 16

Reordering Pages........................................................................................................ 17

Deleting Pages ............................................................................................................ 18

Creating Reports ......................................................................................................... 19

Reporting Issues ......................................................................................................... 21

OnBase Resources ..................................................................................................... 22


Document Retrieval Document Retrieval pulls up documents from your OnBase system.

1. Click the Retrieval icon on the ribbon

2. Choose the Document Type Group. 3. Choose the Document Type. 4. Add keywords or search criteria.

5. Click


Custom Queries Custom Queries create custom Document Retrieval searches; such as the searches you perform most often.

1. Click Custom Queries on the ribbon.

2. Choose the Document Type. 3. Add keywords or search criteria.

4. Click


Cross-References Cross-references quickly navigate from one document to all related documents.

1. From a results list, right-click and choose Cross References.

2. Or, from an already opened document, click the Cross-References button on the Ribbon.


File Cabinets and Folders File Cabinets and Folders visually organize content in OnBase.

1. Click File Cabinets on the Ribbon.

2. Select a File Cabinet. 3. Select a Folder. Double-click on it to open.

4. View sub-folders. 5. View a list of documents in the folder. 6. Missing documents are highlighted in red.

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Note Search Note Search searches text entered in notes in OnBase, and returns all the documents that contain the search term entered.

1. Click Retrieval on the Ribbon. 2. Choose Document Type Group. 3. Type in the words you are looking for. 4. Click on Note Search.

5. Click


Importing and Indexing Documents Importing and Indexing brings documents into OnBase, and adds keywords to find the document(s) later.

1. Click Import on the Ribbon.

2. Click Browse to browse through the files on your computer to the document you want to upload.

3. Choose the Document Type Group. 4. Choose the Document Type. 5. Add keywords or search criteria. 6. Click Import.


Indexing Batches of Documents Indexing batches is how to add keyword data to multiple documents imported into the system so they can be found later.

1. Click Batch Processing on the Ribbon.

2. Choose Batch in Index Queue.

3. Click on the queue and click Start Processing.

4. Index each document from the list by adding keywords. 5. When finished, click Index. 6. To attack a second page, click Append.


7. When finished indexing, access batch in the Awaiting Commit queue. 8. Right click on the batch and choose Mark Ready to Commit.


Working with Image Documents Different ways to view and navigate image documents in OnBase.

1. Double-click on the document to open in its own window. 2. Navigate through the document using green arrows.

3. Rotate or flip the document using these options:

4. Zoom in/out using:

5. If you make changes, make sure to Save the changes when you close out of the document.


Working with PDF and Office Documents There are two ways to access the OnBase menu from a third-party application like PDFs or Word documents.

1. From a Results List in Document Retrieval, right-click on the document, and the OnBase menu will appear.

2. Or, open a document in its own window, and from the Documents tab, the OnBase menu options will appear on the Ribbon.


Working with Text Documents There are different ways to navigate and view Text Documents in your OnBase system.

1. Double-click on the document to open in its own window. Click on the Text tab at the top.

2. Navigate through the document using:

3. Zoom in/out using:

4. Use the Search feature to search for specific text in the document.


Completing Forms Select and complete electronic forms.

1. Click Forms on the Ribbon.

2. Choose the Form to complete by clicking on it. 3. Fill out the form and Save/Submit.


Separating and Combining Documents Separate documents that do not belong together or combine individual documents into one document. Separate Documents:

1. With an image document open, choose Send To in the ribbon and click Document Separation. Or, right click on the documents and choose Send To, Document Separation.

2. Hover your cursor in between the pages until scissors appear, then click the scissors and the document will split:

3. You must re‐index the new document by clicking on the small key icon and updating the new Document Type and keywords. Click Save and Remove.


Combine Documents:

1. With an image document open, choose Send To in the ribbon and click Document Separation. Or, right-click on the document and choose Send To, Document Separation.

2. Open the document whose indexing you want to keep. Click Send To, Document Separation.

3. Click Browse. 4. Browse out to the document you want to combine to the open document. Select it, and

click Open. 5. Be sure to save with the small disc icon or choose Save and Close All.


Notes, Highlights and Annotations Notes, Highlights, and Annotations call out important information on documents. Add:

1. Open a document in its own window, not the Document Viewer. 2. Click on the note, highlight, or annotation you want to add from the drop-down list from

the Ribbon.

View:

1. To view all notes and annotations on a document, click View Notes List on the Ribbon. 2. Click Privacy Options on the Ribbon to specify

Delete:

1. Right-click on the note from the Notes List Panel and choose Delete Note. 2. Or right-click on the note/annotation on the document and choose Delete Note.


Reordering Pages Rearrange pages in an image document that might be out of order.

1. With an image document open, from the Image tab, click the Edit Pages button on the Ribbon.

2. Select a page, left-click and drag the page to where you want it in the document. 3. Flip or rotate a page with command buttons in the Modify Ribbon Group.


Deleting Pages Delete unnecessary pages in an image document. With an image document open, from the Image tab, click the Edit Pages button on the Ribbon.

1. Click on a page to select it. Hold down the Ctrl key while clicking to select more than one page. Then click Delete Selected on the Ribbon.

2. Or click Delete Mode on the Ribbon, and then select pages to delete by clicking on them.

3. Click Save and Close All when finished.


Creating Reports Create Reports by generating Comma-Separated Values (CSV) files that can be opened in Excel. In Unity Client:

1. In Retrieval, Custom Queries, or Workflow, highlight the document(s) you want included in a report.

2. Right-click and select Generate CSV.

3. Set the Range. You can also select which Columns will appear on the report in Excel. Finally, select the folder icon to navigate to where you want the file to be saved on your computer.


In Report Services:

1. Open Report Services. 2. Select the desired group from the Report Groups drop-down menu. 3. Then, choose the Report you wish to see. 4. Set the Report Parameters. Then click Create (F5). 5. Once the report is generated, click the Excel icon towards the top left corner of the

window.

6. This will generate the table in an Excel spreadsheet. Select “Yes” when prompted with the following window:


Reporting Issues Here we discuss the various ways you can report any issues with OnBase.

1. Call the UMIT Service Desk at (305) 284-6565. 2. Visit the Self-Service Portal at https://umiami.service-now.com/self-service/

https://nam01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fumiami.service-now.com%2Fself-service%2F&data=02%7C01%7Cspimienta%40miami.edu%7C3c4bdb291bc645fb6f2308d6d7bfcf57%7C2a144b72f23942d48c0e6f0f17c48e33%7C0%7C0%7C636933616143657926&sdata=tJRaKtcPgK05vBiFQGvKy8QIr8meG%2Fd3zcnho7GMJ3U%3D&reserved=0


OnBase Resources For any further questions/support regarding OnBase, Hyland offers various resources online. OnBase Community: OnBase customers can make a profile on Hyland's community portal to access forums and communicate with subject matter experts and other OnBase users.

OnBase Training Using your created Hyland profile, you can visit https://training.hyland.com and search through the various courses made available to OnBase customers.

https://community.hyland.com/

https://training.hyland.com/
