Main menu (IT)


Female employee working at a computer.  

OnBase 18 is LIVE!
OnBase is CSUN's secure solution for providing users with a complete view of information from a single system. 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.


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.


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.


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


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


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

Key Features in Onbase 18


  • Improved support for large images - size and quantity
  • Improved handling of notifications and pop-ups
  • 300+ Customer Software Change Requests (SCRs) addressed

Web Client

  • UX Enhancements, colors, layouts, menus and more
  • Improved batch indexing support
  • Send To Mail Recipienct: Gmail, OWA and Offfice 365

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

Alternative method to request OnBase access (requires printing):

  1. Review the OnBase Access Request Form Procedures (.pdf)
  2. Complete the OnBase Access Request Form.  

Supported Browsers for Web Client

OnBase Web Client: Supported Browsers
Apple Safari10.1.x, 11.0.x, 11.1.x
Google Chrome64 and newer
Microsoft Edge (Fully Supported)EdgeHTML 16 and newer
Microsoft Edge (Limited Support)EdgeHTML 14 and 15
Microsoft Internet Explorer11
Mozilla Firefox59 and newer
Mozilla Firefox ESR52, 60

Web Client Log In

Using a supported browser, you can log in to the OnBase Web Client.

Unity System Requirements

Unity Client

Supported Operating Systems

  • Windows Server 2008 R2 SP1 or later service pack
  • Windows 7 SP1 or later service pack
  • Windows 8.1
  • Windows Server 2012 R2
  • Windows 10 (1607 Anniversary Update, 1703 Creators Update, or 1709 Fall Creators Update)
  • Windows Server 2016

Hardware Requirements

Unity Hardware Requirements
CPU1.6 GHz dual-core2.4 GHz dual-core
Memory (RAM)2 GB4 GB
Free Hard Disk Space650 MB 
Screen Resolution1024x768 (1280x800)1280x1024 (1440x900 widescreen)
Graphics Card128 MB 
Media PlayerWindows Media Player 10 



Documents and Forms

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


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


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

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

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)

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.

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

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

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

Need Help?

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

If you have questions or need to report an issue, please open an EBSuite ticket or email the Help Center at