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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 finance, SOLAR HR and Student. Documents typically stored in OnBase contain Level 1 confidential data and eSignature approvals and review can be configured using automated workflow.

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 Foundation 22.1

  • Enabled Dark Mode for Web Client
  • The Web Client respects new minimum browser versions
  • HTML Web Client and Integrated Office Viewer
  • Enhanced interface features for Unity Client
  • Improved accessibility

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

If you have Adobe Sign sender access, you can log in to Adobe Sign and initiate the form.

  1. Select the Start from library button in the center of the webpage.
  2. Select the Workflows button on the left.
  3. Select the appropriate Onbase Access Request workflow. You can select OnBase Access Request - Level 1 Data Users or OnBase Access Request - No Level 1 Data workflow.OnBase workflow options in Adobe Sign


Supported Browsers for Web Client

OnBase Web Client: Supported Browsers for MAC OS
Apple Safari15.0 or greater


OnBase Web Client: Supported Browsers for Windows OS
Google Chrome101 or greater
Microsoft Edge (on Chromium)101 or greater
Microsoft Internet Explorer11
Mozilla Firefox100 or greater (for ESR 91 and newer)

Web Client Log In

OnBase 22.1.20: Using a supported browser, you can log in to the OnBase Web Client.

Unity Client Requirements

Unity Client

Supported Operating Systems for Unity Client

  • Windows 8.1 or later

Hardware Requirements

Unity Hardware Requirements

1.6 GHz, 2-core 2.4 GHz or faster, 2-core

Memory (RAM)

2 GB

4 GB
Free Hard Disk Space (for installing and running the Unity Client)800 MB
Screen Resolution

1280 x 768 1280 x 1024 (1440 x 900


Graphics Card

128 MB 256 MB with hardware acceleration




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.

Help Information

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

To report issues or request help, use this form to submit a Digital Transformation ticket directly to our team.