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OnBase

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OnBase Foundation EP3 is LIVE!

OnBase is CSUN’s primary enterprise document management system, and a major technology component of CSUN’s eProcess+ initiative to reduce risk, improve productivity, efficiency and customer service by eliminating paper-based tasks.

Using OnBase, data and documents can be stored in one location where data is processed according to CSUN business rules, exchanges are made with data, and documents can connect to core business applications such as PeopleSoft and SOLAR HR and Student. Documents typically stored in OnBase contain Level 1 confidential data and can require an automated workflow for eSignature approvals and review.

Basic Features

Importing and Indexing Documents

Uploading documents and indexing single files or batches is the process of adding keyword data to documents so that they can be searched later. 

Searching and Retrieving Documents

By entering key words for search criteria, document retrieval finds documents based on the criteria you enter. Part of searching and retrieval is locating cross-referenced documents, creating easy to use custom queries and finding documents in an organized file or folder system.

Working with Documents

Once a document is found and retrieved, there are several things you can do with the document including working with the document data. Document pages can be reordered, scanned images can be read and indexed, and notes or annotations can be made.

OnBase Capabilities

Capture - Scan/Import/Sweep

Scanning forms, adding email records and email attachments, including information from other systems is all part of the OnBase capture capabilities.

Manage

Managing data within OnBase means working with the documents in the system based on the business rules set up. This includes routing for processing and approving.

Access

There are several ways to access OnBase information to get users what they need. The Unity and Web clients are the primary access points used at CSUN.

Integration

OnBase currently integrates with other systems to exchange data and interact.

Measuring

OnBase has built in measures such as the folder structures, templates, and status views to make the data more usable and meaningful.

Storage

OnBase encrypts, stores, retains and can destroy data based on needs.

Key Features in Onbase Foundation EP3

  • Missing fields are now indicated at the top of the form called out in yellow.
  • For users with delete access, the new Web Client Trash Can allows users to ad-hoc restore documents that may have mistakenly deleted.
  • New Native PDF Viewer with support for OnBase Notes
    Allows users to:
    • Place OnBase Notes in position on PDF Documents
    • Notes and annotations will be mapped to native PDF annotation types/features
  • Works with all Note Types including annotations and highlights.
  • Ad Hoc Task Display Name
    • Create more user-friendly Display Names for Ad Hoc Tasks in the clients

Getting Started

OnBase Access

As each department becomes an OnBase user, the document owners determine who should have access. User accounts are created during implementation. After the initial implementation, access requests are made to the document owner. If the document owner approves the request, the document owner can request that an account be created.  

To request OnBase access (*preferred paperless method):

Initiating an OnBase access request form can be done electronically using Adobe Sign in two ways:

  1. If you do not have Adobe Sign sender access, contact your Adobe Sign business owner who can initiate the OnBase access request form for you. View the list of Adobe Sign business owners on our Adobe Sign webpage under the heading: How Do I Request Adobe Sign Access?

Be sure to provide the business owner with the following information: Your name, email address, CSUN ID, extension, portal ID and machine ID.

 You will also need to provide the following information to the business owner:

  • Which workflow to use, either: OnBase Access Request - Level 1 Data Users or OnBase Access Request - No Level 1 Data
  • Which document group(s) the OnBase user will need to access
  • Whether the document group(s) contain level 1/confidential data
  • If the document group(s) contain level 1/confidential data, whether a VP, Admin & Finance signature is already on file for this employee
  • Type of access the OnBase user should have (Power User/User/Index Only/Scan Only/Other)
  • Any additional description of the access or a document to attach that further describes access
  1. If you have Adobe Sign sender access, you can log in to Adobe Sign and initiate the form from the Use a Workflow dropdown menu. Select either the OnBase Access Request - Level 1 Data Users or OnBase Access Request - No Level 1 Data workflow.

Adobe Sign Workflow Dropdown Menu

Supported Browsers for Web Client

OnBase Web Client: Supported Browsers for MAC OS
BrowserVersion
Google Chrome80 or greater
Mozilla Firefox68 or greater (both standard and ESR releases)
Safari13.0 or greater (with exception of full screen mode and Safari Reader)

 

OnBase Web Client: Supported Browsers for Windows OS
BrowserVersion
Google Chrome80 or greater
Microsoft Edge HTML16 or greater
Microsoft Internet Explorer11 (IE 11) running IE 11 document mode
Mozilla Firefox68 or greater (both standard and ESR releases)

Web Client Log In

OnBase Foundation (EP3): Using a supported browser, you can log in to the OnBase Web Client.

Unity Client Requirements

Unity Client

Supported Operating Systems

  • Windows 8.1
  • Windows 10

Hardware Requirements

Unity Hardware Requirements
COMPONENTMINIMUMRECOMMENDED
CPU1.6 GHz, 2- core2 GHz or faster, 2-core
Memory (RAM)
  • 32-bit OS: 2GB
  • 64-bit OS: 4GB
4 GB or greater
Free Hard Disk Space2 GB 2 GB or greater
Screen Resolution1280x7681280x1024 (1440x900 widescreen)

 

 

Documents and Forms

The university uses OnBase in various ways to perform document storage, routing and to obtain eSignatures.

Documents

  • Confidential documents that enter the university in paper form are scanned and stored in OnBase.
  • OnBase is often used when documents requiring workflow routing.

Forms

  • Forms that contain Level 1 confidential data are processed through OnBase.
  • Paper forms that can transition to electronic forms can be processed through OnBase.

Terminology

If you're new to OnBase, it's best to familiarize yourself with some of the terms used when working with OnBase. 

Capture
Capture is the process of adding paper or electronic documents into OnBase.

  • Scan: paper documents that are added to OnBase using a scanner
  • Import: electronic files that are added to OnBase one at a time
  • Sweep: batches of electronic files that are added to OnBase

Cross-reference
Allows easy navigation between related document types without using document retrieval.

Document Type
A unique type of document with its own keywords (e.g. invoice, transcript, direct deposit form).

Document Type Group
Represents a logical grouping of document types (e.g. Human Resources, Student Records, Purchasing).

Index
Generally included as a function while capturing, indexing is the process by which document content is assigned relevant keyword values and unique identifiers. Indexing helps in document lookup and retrieval.

Keywords
User defined values used to identify and search for documents (e.g. CSUN ID, last name, invoice number).

Retrieval
Searching for documents by selecting a 
document type and entering keyword values.

Workflow
OnBase workflow provides automatic processing and routing for documents based on business rules.

Help Information

For assistance with Curriculum Proposals, please email curriculum@csun.edu or call (818) 677-2969.

If you have questions or need to report an issue, email the Help Center at helpcenter@csun.edu.

Do you have a Digital Transformation request or inquiry for our team?