Usage. Hyland Software OnBase 16

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USAGE

General Functionality

The following sections describe general functionality available in the OnBase Unity

Client. For specific functionality regarding other license-based modules, see their respective help files.

Opening the Unity Client

The Unity Client can be opened by double-clicking the Unity Client executable or a desktop shortcut to it.

Depending on your deployment, you can access it by entering the URL path to the deployment application or by clicking the shortcut to it, if one has been created. When the module is deployed and activated, you are prompted for your logon credentials. After the application has been deployed the first time, it can also be accessed from the

Windows Start | All Programs | Hyland menu.

When the Unity Client is installed by deploying the installation package to your machine using the URL or UNC path provided to you:

1. Launch the deployment package by opening the URL or UNC path to the

UnityClient<package>.application

file, where <package> is the name of your specific deployment package.

2. If the Publisher cannot be verified dialog box is displayed, confirm that the Name is

Hyland Unity Client

and the From matches the path and file name you were provided.

3. Click Install.

4. The Unity Client is installed. After installation, the logon dialog box is displayed.

Note:

When the installation package is modified by your system administrator, you are prompted to install a new version of the Unity Client.

Logging On

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After you launch the module, the following dialog box is displayed:

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1. Enter the required information:

Field Description

Select the data source to connect to from the drop-down list.

Note:

This field is displayed only when multiple data sources are available.

Type your OnBase user name.

Type your OnBase password.

2. Depending on your configuration and the module being used, the Remember me on

this computer

check box may be displayed. Selecting this check box stores your login credentials. The OnBase user name and password you provide will be used for subsequent login attempts.

Note:

If you store your login credentials using the Remember me on this computer check box, clicking the Application button and selecting Log Out clears these stored credentials.

You will be required to provide your OnBase user name and password the next time you log on.

3. Click Login to log on, or click Cancel to close the dialog without logging on.

4. If the Application Server that you are connecting to is initializing, the following message is displayed until the Application Server is ready:

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5. If any System Notifications are available, they are displayed after login. The

Effective Date

is shown above each message. Click OK when you are finished reading the notifications.

After logging on to OnBase, these same login credentials may be reused when opening subsequent Unity-based modules. This allows you to move between modules without needing to login. When the same login credentials are being reused, the OnBase login dialog box is displayed while you are automatically logged on.

Note:

Change Password

Depending on how your system is configured, you may be prompted to change your

OnBase login password when logging on. You also may have the ability to change your password after logging on.

1. Type your current password in the Old Password field.

All keystrokes display as dots to maintain security.

2. Type your new password in the New Password field.

3. Re-type your new password in the Verify New Password field.

4. Click OK to save. Click Cancel to exit without changing your password.

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The Unity Client Window

The OnBase Unity Client window has three primary regions: Layout, Ribbon, and Task

Pane. The following screen shot displays each region.

The numbers displayed in the screen shot above correspond to the numbers in the following table, where each region of the screen is explained in detail.

Region

1 | Tabs

Description

You can use tabs to navigate between different layouts in the Unity Client.

Tabs are displayed at the top of the Unity Client window.

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Region

2 | Ribbon

Unity Client

Description

The contextual ribbon displays available user actions based on the currently displayed layout. A ribbon is displayed by clicking the corresponding tab. Each ribbon is divided into ribbon groups.

In the above screen shot, the Home tab is displayed. This tab is available after logging on. The Home tab is divided into ribbon groups. Ribbon groups are categories of user actions.

Note:

You can minimize the ribbon by right-clicking the ribbon and selecting

Minimize the Ribbon

. After minimizing the ribbon, you can maximize it by right-clicking and selecting this same option. Your selection is persisted across OnBase sessions.

Note:

Some items on the ribbon may display a notification icon. This is to indicate that there are attachments or new items associated with the action on which it is displayed.

3 | Layout

Each screen in the OnBase Unity Client is a layout. Default layouts are included with the OnBase Unity Client.

4 | Task Pane

The task pane is displayed dynamically, based on a user action. For example, clicking the Keywords button displays the Add/Modify Keywords pane.

Typically, the task pane is used to display some information that can be referenced briefly and then closed. It is also used for tasks such as adding documents to an envelope, displaying a document’s keywords, notes, and cross references, or managing Favorites and query history.

Windows within the Unity Client can be resized and repositioned as needed. Your adjustments are persisted across OnBase sessions.

Home Tab

The Home tab is displayed after logging on to OnBase:

This tab provides access to common OnBase operations, such as Document Retrieval and

Custom Queries. Depending on your licensing, the Home tab may also contain buttons to access other OnBase modules such as Workflow.

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When the Home tab is selected, the layout that you have configured as your Home Page is displayed. The default layout that is displayed is the Home layout. This layout is described in the following section.

Home Layout

Depending on your configuration, the Home layout may be displayed after logging on.

You can return to the Home layout at any time by clicking Home on the Home tab. If you configured a different layout to be your Home layout, you can return to the Home layout by clicking Home on the Home tab and selecting Reset Home Page.

The Home layout is divided into three panes, described in the following sections.

Web Sites

The Web Sites pane contains a list of web sites. When you select a web site from the list, it is displayed in the corresponding pane. Web sites can be opened in a new browser window by right-clicking and selecting Open in New Window.

To add or remove web sites from this list, click the gear icon in the Web Sites pane:

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Click Add New to add a new web site to the list. The full website URL is required

(including http:// or https://). For example, http://www.example.com.

Select an existing site and click Remove to remove a web site from the list.

RSS Ticker

The RSS Ticker pane displays information retrieved from the RSS or Atom feeds to which you are subscribed. When you select an item from the list, it is displayed in the corresponding pane:

You can use the following buttons in the RSS Ticker pane:

Button Description

Click to move forward in your RSS or Atom feeds.

Click to pause the RSS Ticker. Click the following button to resume:

Click to move backwards in your RSS or Atom feeds.

To add or remove web sites from this list, click the following icon in the RSS Ticker pane:

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Type the address of a new RSS or Atom feed in the text field and click Add to add a new

RSS or Atom feed. Select an existing RSS or Atom feed and click Remove to remove an

RSS or Atom feed.

To modify the frequency with which your RSS or Atom feeds are updated, select an update frequency (in minutes) from the Update Frequency (Minutes) drop-down list.

To modify the number of RSS or Atom feed items that are displayed, select a number from the Number of Feed Items drop-down list.

Application Menu

The Application menu is used to open previously used layouts and access administrative functionality. The Application button differs depending on the OnBase module that you are using. This is an example of the Application button:

After clicking the Application button, the Application menu is displayed. Depending on your configuration and rights, the Application menu may contain:

Button

Open In New Window

Troubleshooting

User Options

Administration

Description

Click to open the current layout in a new window.

Click to select from the following:

• Troubleshooting - Click to view the Troubleshooting layout.

• Request Profile Diagram - Click to show the Request Profile

Diagram layout.

Note:

See the Troubleshooting Within the Unity Client topic in the

Unity Client help files for more information.

Click to configure user options in the User Options dialog box.

This menu displays rights-based, permissions-based, and licensebased administration and configuration modules.

• User Administration - Click to perform user administration from the User Administration layout.

Note:

See the User Administration topic in the Unity Client help files for more information.

• Manage Locks - Click to manage document, Disk Group, or process locks using the Manage Locks dialog box.

Note:

See the Managing Locks topic in the Unity Client help files for more information.

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Button

Change Password

Recent Activities

Help

Log Out

Exit OnBase / Close

Window

Re-launch Client

Unity Client

Description

Click to change your OnBase password.

Note:

See the Change Password topic in the Unity Client help files for more information.

Select one of your recent activities from the list to return to that layout.

Click to select from the following:

• Help - Click to open the Unity Client help files.

• About OnBase - Click to open the About screen. Here you can find the version of OnBase you are running and the associated

From this screen, you can also view Connection Information such as FriendlyName, Data Source, and the App Server URL.

Click to log off and log back in as a different user.

If you stored your log on credentials using the Remember me on

this computer

check box, clicking this button clears these stored credentials. You will be required to enter your OnBase user name and password the next time you log on.

The appearance of the Exit OnBase or Close Window buttons depends on whether or not Service Mode is enabled.

While in Service Mode, click Close Window to close the Unity Client window.

Note:

Closing the main client window while in Service Mode closes the embedded document viewer. You will be prompted to save any changes before closing.

While in Service Mode, click Exit OnBase to log off and exit the

OnBase Unity Client.

The Re-launch Client button is only available in Service Mode.

Click Re-launch Client to restart the client. The client is closed, updates are applied, and the client is then reopened.

Note:

The ADMINISTRATOR user, MANAGER user, and users that are part of a User Group with the Usergroup Security or User Configuration Configuration Right also have access to the OnBase Community button. Click this button to open the OnBase Software Community web site in your web browser.

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Accessing Keyboard Shortcuts

Keyboard shortcuts allow you to quickly change layouts and perform actions without using your mouse. To discover an action’s shortcut, use the ALT key. For example, the following steps describe how to learn shortcuts for tasks available from the Home tab.

1. On the Home tab, press ALT. Shortcut keys are displayed for the ribbon tabs and application menu:

2. Press F to access the Application menu and display its shortcut keys.

Favorites

The Favorites group is used to open and configure your home layout and favorites:

The following buttons are available:

Button

Home

Description

Click to go to your Home layout.

For more information, see Using Your Home Page on page 23.

When you click the bottom part of this button, the following options are available:

• Make this layout my Home Page - Click to make the currently displayed layout your Home layout.

• Reset Home Page - Click to reset the layout that is displayed as your Home layout to the default.

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Button

Personal

Page

Description

Click to go to your Personal Page.

For more information, see Personal Page on page 27.

When you click the bottom part of this button, the following option is available:

• Add this layout to my personal page. - Click to add a Unity Client layout to your Personal Page.

Favorites

Click to display Favorite layouts and the following options:

• Manage my favorites - Click to open the Manage my favorites task pane.

• Add this layout to my favorites - Click to add the current layout to your favorites.

• Layouts already added as favorites

For more information on Favorites, see Using Your Favorites on page 24.

Using Your Home Page

The Unity Client Home Page is the layout that is automatically shown upon opening the

Unity Client. The Home Page can be changed to suit your needs.

To access your Home layout, click the Home button:

Setting Your Home Page

Most layouts, including designated WorkView Applications, can be made your Home layout. Your Home Page selection is saved in the database.

To set your Home Page:

1. Navigate to the desired layout.

2. With the layout active and displayed, click the Home tab.

3. Click the bottom portion of the Home button.

4. Select Make this layout my Home Page.

The layout will now be displayed when opening the Unity Client or when the Home button is clicked.

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Resetting Your Home Page

Your Home Page can be reset to the default layout set by your system administrator. To reset your home page:

1. Click the bottom portion of the Home button.

2. Select Reset Home Page.

Using Your Favorites

Favorites give you the ability to save frequently used layouts in an easily-accessible area in the ribbon menu. Clicking the Favorites button displays your favorite layouts in alphabetical order. This button persists across all layouts that use the ribbon menu.

Adding a Favorite

To add a layout to your Favorites:

1. Navigate to the desired layout. Ensure that the layout you wish to favorite is in the current window.

2. Click Favorites | Add this layout to my favorites. Your selected favorites are saved in the database.

Note:

If a layout has already been added to your Favorites, the Add this layout to my

favorites

button will be changed to say This layout is already in my favorites.

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Opening a Favorite

Favorite layouts can be opened to two locations: in the current window or in a new window.

To open a Favorite in the current window, click anywhere on the layout name:

To open a Favorite in a new window, click the Open in New Window button:

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Managing Your Favorites

Clicking the Manage my favorites option opens the Manage my favorites task pane:

This task pane lists the layouts that have previously been defined as favorites. These layouts are displayed in alphabetical order. When a favorite layout is selected, the Delete and Rename buttons are available.

Renaming Favorites

Upon adding a layout to your Favorites, a default name is given to the layout. This name can be changed to better suit your needs. To rename a Favorite:

1. Click Favorites | Manage my favorites.

2. Select a Favorite and click Rename.

3. The name is now editable:

Change the name of the Favorite layout as needed.

4. Press Enter to save the new name.

Deleting Favorites

Layouts can be removed from your Favorites by deleting them. To delete a favorite:

1. Click Favorites | Manage my favorites.

2. Select a Favorite and click Delete.

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3. Click Yes when asked if you would like to remove the Favorite:

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Personal Page

Using Your Personal Page

Your Personal Page gives you the ability to access shortcuts and frequently used features from one single page:

Note:

The Personal Page Configuration privilege is needed to add, edit, and delete items on the Personal Page. For additional information, contact your system administrator.

OnBase features that you have added to your Personal Page are represented as tiles.

Numeric values in the bottom right corner represent the number of items in the tile. For example, in the above screen shot, the Create a New Form tile contains 6 forms. Tiles are also represented by different colors which are customizable.

• You can move tiles by clicking and dragging them.

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• Some tiles can be refreshed by clicking the Refresh icon on the tile:

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• To rename an existing tile, right-click it and select Rename Tile. Enter a new name for the tile and click OK.

• To change a tile’s color, right-click it and select Pick Color. A box containing color options is displayed. Click to select the color of your choice. The tile will now display your selected color.

To search tiles, type a term in the Search Tiles field. Tiles that contain terms matching your search criteria remain in focus with matching terms displayed. Tiles that do not contain terms matching your search criteria are faded out and only tile contents that match your search criteria are visible:

To clear search criteria, click Clear.

Administrative Tiles

Tiles may be assigned to you by administrators. Required tiles will be displayed in their own section of your Personal Page. The tiles that you add or modify yourself are displayed in the My Tiles group. Changes made by administrators to the enforced tiles will be shown in your Personal Page upon refreshing the layout.

Note:

If you have not added your own tiles to the Personal Page, the My Tiles group is not displayed.

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Editing Administrator Suggested Tiles

Administrator Suggested Tiles can be edited or deleted like any other tile on the Personal

Page.

Changing the name, title, description, and color of the tile will retain the connection to the original Administrator Suggested Tile. When the administrator updates the tile, the tile on your Personal Page will be updated accordingly. However, if you change the configuration of a tile (such as when you change the search criteria for a Custom Query

Results

tile) or delete the tile, the connection to the original Administrator Suggested

Tile is broken. When an administrator updates that tile, you will receive a new tile with the new configuration and, if it hasn’t been deleted, the tile you originally edited will remain on your Personal Page.

Changes you make to Administrator Suggested Tiles on your Personal Page do not impact other users.

Adding Items to Your Personal Page

The following can be added to your Personal Page:

• OnBase Layouts

• Documents

• Folders

• Custom Queries

• Custom Query Results

• Document Knowledge Transfer Reading Groups

• Document Tracking folders and folder lists

• E-Forms/Unity Forms

• Full Text Search (Full-Text Indexing Server for Autonomy IDOL)

• Workflow queues (including load balanced queues)

• Workflow Combined Inboxes

• Internal Mailbox (with a list of unread messages)

• Individual Document Templates

• WorkView Applications, Filters, and Objects

• Upload Tiles with specified Document Types

• Dashboards and Dashboard items

Generally, individual items and folders can be added to the Personal Page by rightclicking the item you wish to add and selecting the Add To Personal Page option.

See the following sections for information on adding different types of items to your

Personal Page.

Note:

Non-document Workflow queues cannot be added to your Personal Page.

Note:

Administrative layouts, which are available from the Application menu, are not supported for addition to your Personal Page.

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Adding Layouts to Your Personal Page

To add a Layout to your Personal Page:

1. With the layout you wish to add to your Personal Page displayed, navigate to the

Home

tab and click the bottom part of the Personal Page button located in the

Favorites

group.

2. Click Add this layout to my Personal Page.

Adding Custom Queries to Your Personal Page

To add a Custom Query Results tile to your Personal Page, click the Add To Personal Page button on the tabbed results page:

Adding Documents to Your Personal Page

To add an open Document to your Personal Page:

1. Click the Send To button in the Actions group on the Document tab.

2. From the menu, select My Personal Page.

3. Documents in a hit list can be added to the Personal Page by right-clicking and selecting

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Adding Upload Tiles with Specified Document Types to Your Personal Page

To add an Upload layout tile with a Document Type to your Personal Page:

1. In the Create ribbon group, click the Upload button.

2. The Upload layout is displayed. Select a Document Type in the Upload pane.

3. After a Document Type has been selected, navigate to the Home tab.

4. From the Favorite ribbon group, click the bottom portion of the Personal Page button.

5. Select Add this layout to my Personal Page.

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6. The tile is added to your Personal Page. The name of the tile reflects the

Document Type specified.

Note:

To add an Upload tile without a specified Document Type, add the layout to your

Personal Page before selecting a Document Type.

Adding WorkView Filters and Objects to Your Personal Page

WorkView filters and objects can be added to the Personal Page. The same filter or object can be added to the Personal Page multiple times. Depending on layout view, there are multiple ways to add filters or objects to your Personal Page.

Note:

WorkView filter tiles will only show 50 results.

To add a WorkView filter to your Personal Page:

With the filter you would like to add to the Personal Page open, click Add to Personal Page in the Favorites ribbon menu group.

The bottom part of the button also allows you to add the filter to your Personal Page by clicking Add Filter to Personal Page. Filters can also be added to the Personal page by right-clicking within the filter and selecting Add to Personal Page | Add Filter to Personal

Page.

If any objects are selected, the Add Object to Personal Page portion of the Add to Personal

Page

button is available. Multiple objects can be added at once. Objects can also be added from the filter view by selecting the desired object(s) and selecting Add to

Personal Page | Add Object to Personal Page

from the right click menu.

Note:

If more than five objects are selected for addition to the Personal Page, you will be asked to confirm the action.

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To add an open WorkView object to your Personal Page:

1. In an open object, click the Add to button in the Actions ribbon menu group.

2. Select Add to Personal Page.

3. The tile is added to your Personal Page.

Opening A Layout or an Item from the Personal Page

To open a layout, you may either click the tile, or area of the tile. The feature is displayed in a new window.

To open an item in a tile, click the item in the list. The item is displayed in a new window.

Note:

Clicking the title on a list tile opens the layout associated with the tile, not the items contained in that tile.

Managing and Configuring Personal Page Tiles

To configure settings for a Personal Page Tile:

1. Click the Configure button on the tile you want to configure:

2. The General Options dialog box is displayed. The following configurable options are available:

Option Tab

General

Option

Title

Description

Color

Description

Modify the title that is displayed on the tile.

Modify the description that is displayed on the tile.

Modify the color of the tile displayed on the Personal

Page.

When you are finished configuring the tile, click Save to save your changes. Click

Cancel

to cancel.

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The following sections describe additional options that can be configured for some

Personal Page tiles:

• Custom Query Results Tiles on page 34

Custom Query Results Tiles

The following additional items can be configured on the Custom Query Results tile configuration screen:

Option Tab

Custom Query

Description

This screen allows you to modify the form field values that are used when returning the Custom Query result displayed on the tile. You can add, modify, or remove search terms.

Note:

You can include additional instances of a Keyword Type, or use Wildcard or Boolean operators to narrow the search.

When you are finished modifying form field values, click Search to run the

Custom Query and validate the results. Click OK to confirm the results and return to your Personal Page.

Removing Personal Page Tiles

You can remove tiles from your Personal Page if you no longer want the tile, or if the object they link to no longer exists. To remove a tile from your Personal Page, right-click it and select Delete Tile. Click Yes to remove the tile. Click No to cancel and keep the tile.

Panes

Some layouts in OnBase consists of one or more panes. An example of a pane is shown below:

You can minimize panes by clicking the corresponding button:

Click the same button to maximize the pane.

Open in New Window

You can open multiple windows at the same time by clicking Open in New Window.

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The new window displays the same layout that you were previously in:

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Note:

The Home tab is not displayed in any new windows that you open. It is retained in the original window.

Data Lists

Selecting Multiple Items

Many lists within OnBase support selecting multiple items using the following keyboard keys:

Keyboard Key(s)

Ctrl

Ctrl + A

Ctrl + Shift + End

Action

Hold and click to select multiple items in a list.

Press to select all items in a list.

Press to select all items below the selected item in a list, including the selected item.

Ctrl + Shift + Home

Press to select all items above the selected item in a list, including the selected item.

You can also select multiple consecutive items in a list by clicking and dragging.

Grouping

All lists within OnBase support multi-level grouping. Grouping is done client-side and does not incur a round trip to the database.

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To group a list:

1. Click the bar above the column heading:

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2. The grouping area is displayed:

3. Select a column heading and drag it into the grouping area to group the list by that column:

4. Continue selecting column headings and dragging them into the grouping area to group the list further.

Any modifications to grouping are automatically saved to the OnBase database and persisted across sessions. To remove any groupings and return to the default display, right-click and select Clear Customizations.

Sorting

All lists within OnBase can be sorted in ascending or descending order by column.

Sorting is done client-side and does not incur a round trip to the database.

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To sort a list:

1. Click on a column heading:

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2. The list is sorted in descending order.

3. Click the same column heading to sort the list in ascending order.

Any modifications to sorting are automatically saved to the OnBase database and persisted across sessions. To remove any sorting and return to the default display, right-click and select Clear Customizations.

Reordering and Stacking Columns

Columns within lists in OnBase can be reordered or stacked.

Any modifications to column order or stacking are automatically saved to the OnBase database and persisted across sessions. To remove any column modifications and return to the default display, right-click and select Clear Customizations.

To reorder columns:

1. Click on a column heading:

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2. Drag the column heading to its new location:

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3. Release the mouse button.

4. The column heading displays in its new location:

To stack columns:

1. Click on a column heading:

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2. Drag the column heading to the heading of the column that you want to stack it with:

3. Release the mouse button.

4. The columns’ contents are stacked:

Filtering

The following OnBase layouts support filtering:

• Custom Queries

• Document History

• Document Retrieval

• Mailbox

• Users

Filtering options are described in the following subsections.

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When you apply filtering, the filter becomes highlighted in orange:

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If you apply filtering to a Search Results list, the search results are updated to indicate the number of matching documents in the following format: [number of matching

documents] Document(s) matched of [number of documents returned by the original query] found

Any filtering is automatically saved to the OnBase database and persisted across sessions. When working with filters, the following right-click options are available:

Option Description

Clear Customizations

Clear All Column

Filters

Select to remove any filtering and return to the default display.

Toggle Column Filters

Select to show or hide column filtering options in the given layout.

When you hide filtering options, any applied column filters are also removed.

Select to clear all applied column filters.

Operators

Operators are available by clicking the following button:

The following operators are available in all columns:

Operator

Equals

Not equals

Description

Values equal to the value specified in the corresponding drop-down list will be displayed.

Values not equal to the value specified in the corresponding drop-down list will be displayed.

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Operator

Less than

Less than or equal to

Greater than

Greater than or equal to

Description

Values less than the value specified in the corresponding drop-down list will be displayed.

Values less than or equal to the value specified in the corresponding drop-down list will be displayed.

Values greater than the value specified in the corresponding drop-down list will be displayed.

Values greater than or equal to the value specified in the corresponding drop-down list will be displayed.

The following operators are only available for the specified columns:

Operator

Top

Bottom

Top percentile

Bottom percentile

Contains

Does not contain

Like (wildcards)

Not like (wildcards)

Match (regular expression)

Description

The top number of values specified in the corresponding dropdown list will be displayed.

For example, when Top is selected and 2 is entered in the ID drop-down list in the Users layout, the two most recently created users are displayed.

The bottom number of values specified in the corresponding drop-down list will be displayed.

For example, when Bottom is selected and 2 is entered in the

drop-down list in the Users layout, the two users created first (ADMINISTRATOR and MANAGER) are displayed.

Values in the top percentile of the value specified in the corresponding drop-down list will be displayed.

Values in the bottom percentile of the value specified in the corresponding drop-down list will be displayed.

Any values containing the value specified in the corresponding drop-down list will be displayed.

Any values containing the value specified in the corresponding drop-down list will not be displayed.

Values like (including wildcards) the value specified in the corresponding drop-down list will be displayed.

Values that are not like the value (including wildcards) specified in the corresponding drop-down list will be displayed.

Values that match (including regular expression) the value specified in the corresponding drop-down list will be displayed.

For example, typing “A*M” in the Name column in the Users layout returns the MANAGER and ADMINISTRATOR user names, because both user names contain the letters “A” and “M.”

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Operator

Does not match (regular expression)

Starts with

Does not start with

Ends with

Does not end with

Description

Values that do not match (including regular expression) the value specified in the corresponding drop-down list will be displayed.

Values that start with the value specified in the corresponding drop-down list will be displayed.

Values that do not start with the value specified in the corresponding drop-down list will be displayed.

Values that end with the value specified in the corresponding drop-down list will be displayed.

Values that do not end with the value specified in the corresponding drop-down list will be displayed.

Drop-Down Lists

Layout data lists can also be filtered using the drop-down lists in each column:

You can type a value in the drop-down list by clicking to the left of the drop-down list’s arrow.

The following options are available for selection from all drop-down lists:

Option

(Custom)

(Blanks)

Description

Create your own query using the Custom Filter Selection dialog box.

For more information, see Custom Filter Selection Dialog Box on page 44.

Blank values for the column are displayed.

(NonBlanks)

Any values for the column are displayed.

The drop-down lists also contain possible values for each selection. For example, the

Name

drop-down list contains the names of all OnBase users.

Additionally, certain drop-down lists contain the following:

Option

Above Average

Below Average

Top 10

Description

Above average values for the column are displayed.

Below average values for the column are displayed.

Top 10 values for the column are displayed.

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Option

Top 10 percentile

Bottom 10

Bottom 10 percentile

Tomorrow

Today

Yesterday

Next Week

This Week

Last Week

Next Month

This Month

Last Month

Next Quarter

This Quarter

Last Quarter

Next Year

This Year

Last Year

Year To Date

Quarter 1

Quarter 2

Quarter 3

Quarter 4

January

February

March

April

May

June

July

Unity Client

Description

Top 10 percentile values for the column are displayed.

Bottom 10 values for the column are displayed.

Bottom 10 percentile values for the column are displayed.

Rows containing tomorrow’s date are displayed.

Rows containing today’s date are displayed.

Rows containing yesterday’s date are displayed.

Rows containing a date in the next week are displayed.

Rows containing a date in the current week are displayed.

Rows containing a date in the last week are displayed.

Rows containing a date in the next month are displayed.

Rows containing a date in the current month are displayed.

Rows containing a date in the last month are displayed.

Rows containing a date in the next quarter are displayed.

Rows containing a date in the current quarter are displayed.

Rows containing a date in the last quarter are displayed.

Rows containing a date in the next year are displayed.

Rows containing a date in the current year are displayed.

Rows containing a date in the last year are displayed.

Rows containing a date in the current year, up until today, are displayed.

Rows containing a date in quarter 1 (of any year) are displayed.

Rows containing a date in quarter 2 (of any year) are displayed.

Rows containing a date in quarter 3 (of any year) are displayed.

Rows containing a date in quarter 4 (of any year) are displayed.

Rows containing a date in January (of any year) are displayed.

Rows containing a date in February (of any year) are displayed.

Rows containing a date in March (of any year) are displayed.

Rows containing a date in April (of any year) are displayed.

Rows containing a date in May (of any year) are displayed.

Rows containing a date in June (of any year) are displayed.

Rows containing a date in July (of any year) are displayed.

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Option

August

September

October

November

December

Description

Rows containing a date in August (of any year) are displayed.

Rows containing a date in September (of any year) are displayed.

Rows containing a date in October (of any year) are displayed.

Rows containing a date in November (of any year) are displayed.

Rows containing a date in December (of any year) are displayed.

You can clear a drop-down list selection or text that you entered by clicking the following button:

Custom Filter Selection Dialog Box

The Custom Filter Selection dialog box is used to create your own custom filter, and is displayed after selecting (Custom) from a drop-down list:

To create your own custom filter:

1. Click Add Condition.

2. Select an operator from the Operator drop-down list.

3. Type a value or select additional filter criteria from the Operand drop-down list.

4. Your custom filter is displayed below the list of operators.

5. Repeat the above steps to add additional conditions. You can remove conditions by selecting a row and clicking Remove Condition(s).

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6. If necessary, modify the logical operator for the row or group.

You can change the logical operator by clicking the following area:

Unity Client

You can also select the row and click the Toggle button.

You can select multiple rows and click ‘And’ Group to use ‘And’ as the logical operator for the group.

You can select multiple rows and click ‘Or’ Group to use ‘Or’ as the logical operator for the group.

7. You can ungroup rows by selecting rows and clicking Ungroup.

8. Click OK to close the Custom Filter Selection dialog box and apply the custom filter to the layout’s data list.

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User Options

Overview

In the User Options dialog box, you can customize the appearance and system functionality for each user. Since settings are assigned per user, they remain in effect at any workstation.

To access the User Options dialog box, click the Application Menu and select User Options.

The User Options dialog box displays with the General tab selected by default.

You can save user-specific settings on each of the following tabs:

• General: defines Unity Client display features and general behavior.

• Document: defines document display options.

• Document Upload: defines document upload options.

• Local Data: allows you to manage local data options.

• Printing: defines printing options.

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• Retrieval Date Options: sets the default date for retrieving documents.

• Service Mode: defines Service Mode options. This tab is only displayed when the

Unity Client is configured to run in Service Mode.

Note:

Some User Options may be enforced by an Administrator with a User Option Policy.

Options that can not be changed will display the following message when hovered over:

Disabled by Group Policy - This option has been disabled by your system administrator

Contact your system administrator if you have any questions or concerns regarding the enforced User Option.

Note:

Additional tabs may be available if you are licensed for additional functionalities that use the User Options interface. Information on these User Options is contained in the respective module documentation.

To apply User Options, select the desired options in each tab. Selection controls for options vary (check boxes, text fields in which you can insert a number or date range, etc.). After you have selected the appropriate options, click Save to save your changes and to close the User Options dialog. See the sections below for information about each

User Option.

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General

General options control OnBase display features and general behavior. The following options are configured on the General tab:

General Options

Confirm Exit/Logoff

Enable Animations

Notify on New Mail

Action When Selected

You are prompted for confirmation upon exit.

Animations are enabled during your current Unity Client session.

Animations are most noticeable when viewing Keywords, Notes, and Cross- References in the task pane, or when rotating a document.

Disabling animations allows for a smoother visual experience.

Note:

In a Remote Desktop environment, this option is disabled and cannot be enabled.

A status message is displayed when new internal mail is received.

In the Internal Mail Refresh Rate field, type the number of seconds between checking for unread and new internal mail messages and automatically refreshing the internal mail mailbox.

The Internal Mail Refresh field can be set at 0, or any number greater than or equal to 60.

Note:

When the Internal Mail Refresh Rate is 0, the Unity Client will only check for unread internal mail messages immediately after logging on.

Internal Mail Refresh

Rate

Note:

After selecting this option or changing the refresh rate, you must log out of OnBase and log back in for it to be in effect.

Displays the rate (in seconds) at which to check for unread and new mail messages and automatically refresh the Internal Mail

Mailbox.

Search Options

Automatically display document viewer with search results

Allow case-sensitive sorting and grouping of search results

Action When Selected

The Document Viewer pane in the Document Search Results list is automatically displayed.

Enabling this option allows items in the Document Search Results list to be sorted according to alphanumeric case. By default, case is ignored.

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Document

Document

options control settings for documents retrieved in the Unity Client. The following options are available on the Document tab:

Document Options

Automatically open if search returns a single result.

Action When Selected

When a Document Retrieval or Custom Query search results list contains a single document, the document is automatically displayed.

If the Automatically display document viewer with search results user option is also selected or the Document Viewer pane is displayed, the document is displayed in the Document Viewer pane.

If the Automatically display document viewer with search results user option is not selected, the document is displayed in a new window.

When a document is viewed, the Notes Task Pane is automatically displayed. The Notes Take Pane is displayed even if no notes are associated with the document.

Automatically

Display the Notes

Task Pane when viewing documents.

Open Microsoft

Office documents using the Office

Business Application module

Microsoft Office documents will open in the Office Business Application for 2007, Office Business Application for 2010, or Office Business

Application for 2013 module.

Note:

This option is only available if you are licensed for the Office

Business Application for 2007, Office Business Application for 2010, or

Office Business Application for 2013 modules.

Note:

If you are running the 64-bit version of Microsoft Office, this user option is automatically selected, and cannot be disabled. Office documents will always open in the licensed Office Business Application module.

Disable the Google

Viewer when viewing Microsoft

Office documents

Note:

This option is not respected when viewing Microsoft Office documents through the Document Knowledge Transfer module. When viewing Microsoft Office documents through the Document Knowledge

Transfer module, documents are always displayed in the Unity Client

Document Viewer.

Microsoft Office documents will not be opened using the Google

Services Integration Viewer. Instead, they will open using the OLE viewer, or using the WOPI viewer if it is enabled.

When this option is not selected, Microsoft Office documents will open in the Google Services Integration Viewer if it is enabled.

Image Options

Hide Notes

Action When Selected

By default, notes icons are not displayed in the Document Viewer.

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Image Options

Hide Thumbnails

Action When Selected

By default, thumbnails are not displayed in the Document Viewer.

Hide Blank Pages

By default, pages of image documents hidden by Blank Page Suppression are not displayed in certain viewers.

If the page number of a suppressed page is selected, that page is still shown as normal. When navigated away from, the page will not be hidden again until the pages are refreshed.

The following items should be noted with Hide Blank Pages:

• The page count includes hidden pages.

• This option applies to documents scanned into OnBase through a batch scan process.

• This option does not apply in Document Separation or the editing layout, when working with signatures, when printing, when emailing, or when saving documents to file.

• This option is only available if the database has been configured for Blank Page Suppression. Contact your system administrator for more information.

Auto-Save Flip and Rotation

Any flip or rotation you apply to an image document is automatically saved.

Image Scale

Fit To Width

Action When Selected

Image documents are scaled so that their width is the same as the width of the Document Viewer.

Fit To Window

Image documents are scaled so that the entire image is displayed in the

Document Viewer.

Actual Size

Image documents are displayed in their actual size.

Auto Display

Keyword

Options

Show Always

Show Collapsed

Hide

Action When Selected

The Keywords window is displayed when viewing documents containing keywords that are configured to automatically display.

The Keywords window is displayed minimized when viewing containing keywords that are configured to automatically display.

The Keywords window is not displayed when viewing containing keywords that are configured to automatically display.

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Document Upload

Document upload options affect how you upload documents. The following option is available on the Document Upload tab:

Document Upload Options Action When Selected

Clear Document Keywords

After Import

Keyword Values are cleared from the Keywords pane in the

Upload

layout after you upload a document.

Open Document After

Upload

When uploading a document, the Open Document After

Upload

check box is selected by default.

Note:

After selecting this option, you must log out of OnBase and log back in for it to be in effect.

Delete Files After Upload

Expand Options Panel By

Default

This option enables by default the Delete Files After Upload option in the Options Panel on the Upload screen. This will delete the document from its original location after it is uploaded.

Select to have the Options Panel on the Upload screen expanded by default.

Preview Options

Enable Automatic Preview of Imported Files

Action When Selected

A preview of the file will be immediately displayed in the

Upload

layout.

When this check box is cleared, a Preview is currently

disabled

message is displayed in the Upload layout’s Preview pane after you upload a document. Click the corresponding hyperlink to view the preview of the file.

Local Data

The local bitmap cache can be cleared from within the User Options dialog.The following option is available in the Local Data tab:

Image Cache Option

Clear Local Image Cache

Action When Selected

Click to clear the local image cache used to store icons and images retrieved from the application server.

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Printing

Printing options affect how you print documents. The following option is available on the

Printing

tab:

Printing Options

Use native browser printing behavior

Action When Selected

Printing an Electronic Form (E-Form) or HTML document from the

Document Viewer will print the document using Internet Explorer instead of OnBase. Any print formatting styles within the HTML document is preserved.

Note:

This option only applies to printing done directly from the

Document Viewer (for example, by selecting Send To | Print). When printing from a Document Search Results list, OnBase will always be used to print the document, regardless of whether this option is selected.

Note:

Unity Forms always display the browser’s Print dialog regardless of this setting.

Retrieval Date Options

Retrieval date options allow you to set a default date to be used by the system for retrieving documents using the Document Retrieval and Custom Queries layouts. Setting the default date saves time when you frequently search for documents using a specific date or date range.

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The following options are available on the Retrieval Date tab:

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Single Date Options Description

None

No default date is used.

Last Weekday

The previous weekday is used as a default. Friday is considered the last day of the week.

Last Business Day

Yesterday

Today

The previous business day is used as a default. Saturday is considered the last business day of the week.

Yesterday’s date is used as the default date.

Today’s date is used as the default date.

First of the Month

Last of the Month

Specific Day

First day of the current month is used as the default date.

Last day of the previous month is used as the default date.

The specified day is used as the default date.

Date Range Options Description

Last Month

The date range of the prior month is used as the default date range.

Current Month

The date range of the current month is used as the default date range.

Current Week

Month to Date

The date range of the current week is used as the default date range.

The date range extends from the first day of the current month to the current date.

Year to Date

Last Number of

Months

The date range extends from the first day of the year to the current date.

Last Number of Days

The date range is determined by the number of days specified.

Last Number of

Weeks

The date range is determined by the number of weeks specified.

The date range is determined by the number of months specified.

When you select an option, the date or date range is shown in the Example Dates field.

Service Mode

Service Mode options affect how the Unity Client functions in Service Mode. Information on the following Unity Client features is displayed on the Service Mode tab:

Unity Client Registration

UnityPop

Description

Allows for the handling of Unity Pop files.

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Unity Client Registration

Unity Automation

Description

Allows for automation of the Unity Client by external applications.

Allows the Unity Client to run when Windows starts.

Run At Windows Startup

The location of the Unity Client executable that registered each feature is displayed, along with the version and build of OnBase.

To force registration of these features, which means that they will use the current Unity

Client executable if they are not already doing so, click Set Registration.

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Document Retrieval

You can retrieve documents in a variety of ways from within the Unity Client. Retrieval options can be accessed from the Documents ribbon group in the Home tab.

Retrieval options include:

• Custom Queries - See Retrieval Using Custom Queries on page 59 for more information.

• Retrieval without specifying search parameters - See Document Retrieval without Specifying Search Parameters on page 58 for more information.

• Retrieval by Keyword Value - See Document Retrieval by Keyword Value on page 68

for more information.

• Retrieval by Document Date - See Document Retrieval by Document Date on page 74

for more information.

• Retrieval by Note Search - See Document Retrieval Using Note Search on page 79 for

more information.

• Retrieval using External Text Search - See Document Retrieval Using External Text

Search on page 82 for more information.

• File Cabinets - See Folders on page 202 for more information.

• Envelopes - See Using Envelopes on page 257 for more information.

• Query History - See Viewing Recent Query History on page 85 for more information.

• Document Handle - See Document Retrieval by Document Handle on page 86 for more information.

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Document Retrieval without Specifying Search Parameters

If configured, documents can be retrieved from the Document Retrieval pane without specifying search parameters.

Note:

You may not be able to perform searches without providing some search parameters, depending on your configuration. Contact your system administrator for additional information.

1. In the Home tab, click Retrieval.

2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:

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3. From the first drop-down list in the Document Types and Groups pane, select the

Document Type Group containing the type(s) of document(s) you want to retrieve, or select <All> if you plan to retrieve documents from more than one

Document Type Group. You can also select a Document Type Group by typing the name of the Document Type Group.

4. From the Document Types list, select the Document Type(s) to be included in your search:

You can also select a Document Type by typing the name of the Document Type.

To select multiple Document Types, press SHIFT or CTRL as you click.

Note:

Some Document Type Groups do not require you to select a Document Type in retrieval. To determine whether a Document Type Group is Group Search Enabled, select that Document Type Group from the drop-down list. If the Document Type Group is

Group Search Enabled

, the Find button is available when the Document Type Group is selected.

5. Press the Enter key or click Find:

Retrieval Using Custom Queries

Custom Queries are queries that have been configured for you by your system administrator, so that you can quickly and easily select the kinds of documents and folders that you most frequently work with.

Whenever you conduct a Custom Query, its specifications are automatically recorded in a temporary query history, which is maintained for the duration of your current session. At any later time in the same session, you can conduct the same query by clicking Query

History

on the Home tab, and then selecting the Custom Query from the list in the resulting Query History pane.

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Conducting a Custom Query

1. On the Home tab, click Custom Queries.

2. The Custom Queries panel displays all available Custom Queries:

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3. If you want to narrow the list of Custom Queries displayed for selection, in the

Find

field, enter text that is contained in the name of the Custom Query you wish to conduct.

4. Select a Custom Query.

5. The Custom Query form is displayed:

6. Some or all of the fields may be filled in automatically.

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7. Complete as much of the form as necessary, by selecting, inserting, or editing the appropriate values. If there are instructions at the top of the Custom Query form, be sure to follow them.

If you enter only a From date, all documents from that date forward will be found

If you enter only a To date, all documents from that date backward will be found

If you enter a From and a To date, all documents within the date range will be found

Note:

You can include additional instances of a Keyword Type, or use Wildcard or Boolean operators to narrow the search.

Depending on the configuration of the Custom Query, you may have access to external text search options using the Find Text in Documents pane.

See Document Retrieval Using External Text Search on page 82 for more information on the options in this pane.

If necessary, click the Clear button or the clear button configured on the Custom

Query to clear all fields.

8. Press the Enter key, click the Search button, or click the search button configured on the Custom Query itself.

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9. Documents that meet the search criteria are displayed, along with the name of the Custom Query and the number of documents that meet the search criteria:

Note:

If you used the external text search options in the Find Text in Documents pane, search results are displayed in an External Text Search Results window.

Your system may be configured to automatically display one of the selected documents in the Document Viewer.

Depending on a Custom Query’s configuration, documents that meet the search criteria may be automatically grouped by one of the display columns:

Note:

If a Keyword Type that is used as a display column has more than one value for a document, the document will be listed for each Keyword Value.

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The tab contains various buttons. Click the drop-down button on the tab to display additional options.

The tab contains the following buttons:

Button Description

Click to open the Custom Query results in a new window.

Click to refresh the Custom Query results.

Click to add the current Custom Query results to your Personal Page. After clicking this button, you can add a description for the tile before it is added to your

Personal Page.

Click to add the current Custom Query results to a Tile Group. After clicking this button, you can add a description for the tile before it is added to the Tile Group of your choice.

Note:

This button is disabled if you are not configured to create or administer Tile

Groups.

Click to send the current Custom Query results to an external user. After clicking this button, your e-mail client will open a blank e-mail that contains, depending on your configuration, a Unity Pop link or Unity Pop file to the Custom Query results.

Note:

This button is disabled if you are not configured to send Unity Pop links or files.

Caution:

Custom Query results sent as Unity Pop links or files include keywords as un-encoded plain text. Before you send a Custom Query in this way, consider who the recipient is and what keywords are included

(i.e. social security numbers).

Note:

For more information on sending and receiving Unity Pop links and files, see

Emailing Documents and Links to Documents on page 245.

Click to close the Custom Query results. These results will no longer be available.

Depending on your configuration, the Filter tab may be displayed in the Custom

Queries

pane. For more information on the Filter tab, see Filtering Custom Query

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Results on page 65.

Conducting Multiple Custom Queries

When you conduct multiple Custom Queries, results for each Custom Query are retained on their respective tabs for future use:

Note:

Results are retained for the duration of your OnBase session.

If you navigate away from the Custom Queries layout, or select a different Custom Query from the list of available Custom Queries, you can return to the list of results by clicking

Go To Results

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Viewing Folder Custom Query Results

Folder Type Custom Queries work like other Custom Queries, except they retrieve folders rather than documents.

When a Custom Query is used for folder retrieval, the results list displays all folders satisfying the search criteria. A folder may be listed multiple times if it has more than one value for a Keyword Type that is used as a display column.

The right-click options available for folder search results allow you to perform folderrelated tasks, such as viewing folder Keyword Values or displaying Folder History. To open a folder in the File Cabinets layout, double-click it from the list. If only one folder is returned, the File Cabinets layout opens the folder automatically.

Filtering Custom Query Results

Depending on a Custom Query’s configuration, you may be able to filter Custom Query results using the Filter tab in the Custom Queries pane:

When the Filter tab is selected, the Custom Queries pane displays any of the filters that are configured for the Custom Query:

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The following filter types are available:

Filter Type Example

Instance

Text

Pinch

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Description

This filter is displayed as a list of values with the number of instances of that value. As you select and clear values, the Custom Query results list updates accordingly.

Select or clear multiple values by holding the Ctrl or

Shift keys and clicking. Select all values by pressing Ctrl

+ A.

This filter is displayed as a text box. As you type in the text box, the Custom Query results list is updated accordingly.

When a text filter is configured for an alphanumeric

Keyword Type, such as Vendor Name, a wildcard is automatically applied to the end of the value specified in the text box.

When a text filter is configured for a non-alphanumeric

Keyword Type, such as a number or date, multiple values can be entered in the text box. Separate multiple values with a comma or semicolon. Ranges of values can be entered by using a hyphen. To find all values greater than the value entered in the text box, add a + after the value.

Note:

When specifying a date or a range of dates, you must specify a month, day, and year in a date format supported by OnBase.

This filter is displayed as a slider, with two thumbs beneath a sparkline.The sparkline indicates the density of data over the range of values. “Pinch” the thumbs in this filter towards each other to narrow down the

Custom Query results.

Note:

If two or less results are returned by the Custom

Query, pinch filters are displayed as instance filters.

When you apply filters to a Custom Query, the number of documents that meet the search criteria is updated.

The order in which filters are displayed in the Custom Queries pane is determined by your system administrator.

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Use the Reset button to remove any applied filters and return to the original Custom

Query results list.

Note:

Filters in the Custom Queries pane are not updated when you apply a filter to a

Custom Query results list. For example, a Custom Query includes an instance filter for

Invoice #

and a pinch filter for Invoice Amount. Invoice #1110 in your system is in the amount of $200.00. When you use the pinch filter to narrow down a Custom Query results list to invoices between $400.00 and $600.00, Invoice #1110 will still be displayed in the Invoice # instance filter.

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Document Retrieval by Keyword Value

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Note:

The options available to you will depend upon your User Groups and Rights and the configuration of the Document Types and Groups. See your system administrator for details.

1. In the Home tab, click Retrieval.

2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:

Note:

Some Document Types are configured to require Keyword Values to be entered in order to create and/or retrieve documents. Required Keyword Values are displayed in red for these operations, which may include the following: Document Retrieval, upload, and adding/modifying Keyword Values.

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Note:

User rights are needed to access the Document Retrieval layout and to view documents.

Contact your system administrator for additional information.

3. From the first drop-down list in the Document Types and Groups pane, select the

Document Type Group containing the type(s) of document(s) you want to retrieve, or select <All> if you plan to retrieve documents from more than one

Document Type Group. You can also select a Document Type Group by typing the name of the Document Type Group.

4. From the Document Types list, select the Document Type(s) to be included in your search:

You can also select a Document Type by typing the name of the Document Type.

To select multiple Document Types, press SHIFT or CTRL as you click.

Note:

Group Search Enabled

, the Find button is available when the Document Type Group is selected.

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5. Each Document Type is associated with one or more Keyword Types. All documents assigned to a Document Type have the same Keyword Types, and unique Keyword Values. If multiple Document Types are selected, the only applicable Keyword Types are those that are common to all the selected

Document Types.

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6. Type Keyword Values or select Keyword Values from the drop-down list. You can use the Tab key to move to the next Keyword Value field.

When the cursor is in the Keyword Type’s field, you can press F5 to open the drop-down list if one exists. You can use the up and down arrow keys to select from the Keyword Values displayed in the drop-down list. When you have selected the appropriate Keyword Value, press Enter.

If you type a partial value before pressing F5 or opening the drop-down list, the drop-down list will begin with those values that match the partial value.

If two or more consecutive Keyword Types contain drop-down lists and are ordered in such a way as to show a hierarchical parent/child relationship, the

Keyword Types may be part of a Cascading Data Set. Selecting a Keyword Value from the parent drop-down list filters the available Keyword Values from the subsequent child drop-down list.

Note:

You are only able to view the first 100 entries in a drop-down list. To reduce the values displayed in a drop-down list, type several characters into the field before expanding the drop-down list.

Note:

Some searches require you to enter at least one Keyword Value. Search requirements are determined by your system administrator.

7. When you have entered all search criteria, press the Enter key or click Find:

8. All documents that match the search criteria are displayed in a Search Results list. If you used a text search as a method of retrieval, OnBase provides the number of times the search criteria appears in the document, as well as the page(s) on which the items were found.

Note:

OnBase maintains a record of the search criteria used in each search in Query

History

, so that you can repeat it exactly during a given session.

When retrieving documents by Keyword Value, the following keyboard shortcuts are available:

Keyboard Shortcut

Ctrl + O

Description

Change the operator for the selected Keyword Type.

Change the connector for the selected Keyword Type.

Show the drop-down select list for the selected Keyword

Type.

Add another value for a Keyword Type.

Collapse or expand any Multi-Instance Keyword Type

Groups.

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Document Search Results List

The Document Search Results list is a list of all documents that meet the search criteria in any of the following:

• Document Type

• Document Date

• Keyword

• Note

• Folder

• Envelope

• Custom Query

Each item in a Documents Search Results list identifies the Auto-Name string assigned to the document. How documents are named varies between Document Types. The following example illustrates the appearance of a Documents Search Results list.

If you are licensed for EDM Services and the Document Type allows revisions, the revision number is displayed next to the document’s Name in a Document Search Results list:

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Viewing Documents

When the Document Viewer pane is expanded, you can view a document by selecting it from the Documents Search Results list:

You can select multiple documents from a Documents Search Results list and right-click to access options.

Note:

If you have multiple documents selected, but do not have consistent privileges for the corresponding Document Types, only the options you can apply to all selected documents are available. Unavailable options are grayed out.

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Document Retrieval by Document Date

When retrieving documents, you can limit your search to documents with a specific

Document Date or within a certain date range. You can limit results by date when performing searches by Keyword Value, external text searches, and note searches. A

Document Date is assigned to all documents upon import.

Note:

User rights are needed to access the Document Retrieval layout and to view documents. Contact your system administrator for additional information.

See Document Properties on page 128 for clarification on Document Date vs. Date

Stored.

1. In the Home tab, click Retrieval.

2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:

3. From the first drop-down list in the Document Types and Groups pane, select the

Document Type Group containing the type(s) of document(s) you want to retrieve, or select <All> if you plan to retrieve documents from more than one

Document Type Group. You can also select a Document Type Group by typing the name of the Document Type Group.

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4. In the Keywords and Date Range pane, enter date(s) in the From and/or To fields:

Note:

The character used to separate the parts of the date should be appropriate to your locale. OnBase recognizes slashes (/), commas (,), and periods (.) as date separators.

You can also specify values by:

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• Placing your mouse cursor over the From or To fields and clicking the down arrow: a.A calendar is displayed: b.Select a day.

c. The From or To fields automatically populate according to your selection.

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• Clicking the Custom Date Range button: a.The Custom Date Range window is displayed:

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Calendar selections are available from the drop-down list at the top of the

Custom Date Range

window. Day Selection is selected by default. Additional options include:

Custom Date Range Description

Month Selection

Select to show months in the calendar:

Year Selection

Select to show years in the calendar: b.In the calendar, select a day, or click and drag to select multiple days.

c. This date range is displayed below the calendar.

d.To apply the date range, click Apply Date Range.

e.The From or To fields automatically populate according to your selection.

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Date Range Parameters and Corresponding Results

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Date Range Parameter

From left blank, To left blank

From left blank, To valid date

From valid date, To left blank

From valid date, To valid date

From valid date = To valid date

Corresponding Result

Retrieves all documents with document dates from 1/1/

1753 through the current date.

Retrieves all documents with document dates from 1/1/

1753 through the date in the To field.

Retrieves all documents with document dates from the date in the From field through the current date.

Retrieves all documents with document dates from the date in the From field through the date in the To field.

Note that a valid date can be any date from 1/1/1753 to any date in the future. The only stipulation is that the

From

date cannot be greater than the To date.

Retrieves all documents with the specified document date.

Document Retrieval Using Note Search

You can search documents for notes. You can limit your search by Document Type,

Keyword Value, Note Type, note text, note creation date, and the note creator.

Note:

User rights are needed to access the Document Retrieval layout and to view documents. Contact your system administrator for additional information.

1. In the Home tab, click Retrieval.

2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:

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3. Select the Document Type Group(s) and/or Document Type(s) to search.

4. Click the Note Search hyperlink.

5. The Note Search window is displayed:

6. Type the note text to search for in the Find What field, or use the drop-down list to select from previous note searches.

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7. To add additional search parameters, expand the Options pane:

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8. If desired, enter a date range using the From and To fields in the Note Creation

Date Range

search parameter. Entering dates into these fields will limit your search to notes created within that range. You can use the corresponding calendars to select a date.

If no range is specified, OnBase searches for notes created on any date within the selected Document Type(s).

9. If desired, use the Note Owner field to specify the OnBase user who created the note you are searching for.

If no user is specified, OnBase searches for notes created by any user within the selected Document Type(s).

10.If desired, use the Note Type field to specify the type of note you are searching for.

If no Note Type is specified, OnBase searches for notes of any type within the selected Document Type(s).

If necessary, you can clear search parameters by clicking Clear Search:

11.Click outside the Note Search window, or click Close:

12.The Note Search window closes and the Note Search field displays in the Document

Retrieval

pane:

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13.If you specified note text to search for in the Note Search window’s Find What field, the Note Search field contains this text enclosed by quotation marks. If you specified additional search criteria in the Note Search window, the Note Search field contains +Parameters.

You can edit the note search by clicking the Note Search hyperlink.

You can remove the note search by clicking the following button:

14.Press the Enter key or click Find:

15.When the search is finished, OnBase displays all matching documents in a

Document Search Results list.

16.Open a document. The document is displayed in the Document Viewer.

Document Retrieval Using External Text Search

If you have sufficient privileges, you can search for specific text in a text-based document assigned to a Document Type or Document Type Group.

Note:

User rights are needed to access the Document Retrieval layout and to view documents. Contact your system administrator for additional information.

1. In the Home tab, click Retrieval.

2. The Document Retrieval layout is opened. Ensure that the Document Retrieval pane is expanded:

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3. Select the Document Type Group(s) and/or Document Type(s) to search.

4. Click the Text Search hyperlink.

5. The Text Search window is displayed:

6. In the Find What field, type the text string you want to search for. The string must contain at least two characters, and at least one character in the string must be a letter or a number. Use the drop-down list to select from previous text searches.

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7. To add additional search parameters, expand the Options pane:

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8. Select a Type Radio Button:

• Text - Searches for alphanumeric text.

• Number - Searches for numeric values and allows the use of the following operators to limit the search: =, >, <, >=, and =<. You can use and, or, and to as operators to search for a range of values. For example, type 2009 and 2010 to find documents containing both 2009 and 2010.

If you are searching for an exact number that is part of an alphanumeric text string, then the number will not be found. For example, if you search for 001 and the actual text is ABC001, then the value will not be found.

• Formatted Number - Searches for numeric values that use formatting characters.

For example, to search for all Social Security Numbers greater than 800-00-

0000, type > 800-00-0000 in the Search String field. You can use this option with following operators to limit your search: =, >, <, >=, and =<. The and, or, and to operators can be used to search for a range of values. For example, type

800-00-000 to 900-00-0000

to find documents containing values within this range.

Note:

When you search for formatted numbers greater or less than the entered search string, formatted numbers followed by periods are not included in the search results. For example, if the formatted number is the last word in a sentence, then it will be omitted as a result.

Note:

External text searching for currency is not supported.

9. Select one of the following check boxes if necessary:

• Select Find First to search for the first instance of the text.

• Select Use Wildcards to include wild card characters in your text string search criteria.

• Select Case Sensitive to return only matches that have the same capitalization as the text string search criteria.

• Select Whole Word Match to return matches for an exact word.

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• Select Column Search to search for a text string within specified columns. In the

From

field, type the character position of the column to start the search in (the left most column to be searched). The column of characters at the far left of the document is 1, the next column to the right is 2, and so on. In the To field, type the character position of the column to end the search in (the right most column to be searched). The number in the To field must be greater than or equal to the number in the From field.

If necessary, you can clear search parameters by clicking Clear Text Constraints:

10.Click outside the Text Search window, or click Close:

11.The Text Search window closes and the Text Search field displays in the Document

Retrieval

pane:

12.The Text Search field contains the Type of search selected in the Text Search window, followed by the entry in the Find What field.

You can edit the text search by clicking the Text Search hyperlink.

You can remove the text constraints by clicking the following button:

13.Press the Enter key or click Find:

14.When the search is finished, OnBase displays all matching documents in an

External Text Search Results window.

15.Open a document. The document is displayed in the Document Viewer. The page of the document containing the text string you searched for is displayed.

Viewing Recent Query History

The query history displays a list of Document Retrieval and Custom Query searches performed during the current OnBase session.

To view the query history:

1. On the Home tab, in Documents, click Query History.

2. The Query History pane is displayed.

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3. To repeat a previous search, click an item from the list.

4. The search results list is displayed in a new window.

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Document Retrieval by Document Handle

If you have the Retrieve by Document Handle / File Name product right, you can retrieve documents by their Document Handles. A Document Handle is a unique number assigned to each document.

1. On the Home tab, in the Documents ribbon group, click Document Handle:

2. The Retrieve by Document Handle dialog box is displayed:

3. Enter numeric search criteria and click OK.

• Enter a range of numbers in the From and To fields to retrieve all documents within that range, or

• Enter a number in the From field to retrieve the document assigned that

Document Handle.

OnBase retrieves all documents that you have rights to view and that meet your search criteria. These results include documents that have been deleted, but not purged.

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Keyword Types Relationship Examples in Document Retrieval

Cascading Data Set

A Document Type contains a Cascading Data Set that includes the State, County, and City

Keyword Types. State is the parent, or root, Keyword Type in the Cascading Data Set.

County

is a child to State, and City is a child to County. These Keyword Types appear in the order of their parent/child relationship in the Document Retrieval window:

When retrieving documents, you must select values for Keyword Types in the order of their parent/child relationship. In this example, the drop-down list for the County

Keyword Type is empty until a State value has been selected. The drop-down list for the

City

Keyword Type is empty until a County value has been selected. This is because the three Keyword Types are related to one another, and meant to be used in conjunction with one another.

Note:

Child Keyword Values are not automatically corrected after modifying the parent

Keyword Value. Using the above example, a user selects a State, County, and City

Keyword Value. The user then modifies the State Keyword Value. The selected County and City Keyword Values are not child Keyword Values of the new State Keyword Value.

The selected County and City Keyword Values are not cleared from the Keywords panel.

Multi-Instance Keyword Type Group

A Document Type called AP - Purchase Order contains a Multi-Instance Keyword Type

Group called Item that includes the Keyword Types Item Number, Item Description,

Quantity

, Amount and Total Amount. A Multi-Instance Keyword Type Group was configured for the Document Type, because a purchase order is likely to contain more than one item, each requiring a separate group of Keyword Values.

If you were to search for the Keyword Value 0023426 for the Item Number Keyword Type and the Keyword Value 3/4 IN. NAILS - 100 for the Item Description Keyword Type, a document retrieval would only retrieve documents that contained both Keyword Values either in the same instance of a Keyword Type Group or as standard Keyword Values values (i.e., values that are not part of a Keyword Type Group). It would not retrieve documents that only contained the values collectively across different Keyword Type

Groups.

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For example, the following documents contain the same Keyword Values but were indexed differently:

• Document A was configured with the Item Multi-Instance Keyword Type Group and was indexed with two Keyword Type Group instances.

• Document B was configured with loose Keyword Types and was indexed with multiple values for Item Number, Item Description, Amount and Total Amount.

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A single document retrieval for both Item Number Keyword Value 0023426 and Item

Description

Keyword Value 3/4 IN. NAILS - 100 would not find Document A, since the

Keyword Values 0023426 and 3/4 IN. NAILS - 100 are not part of the same Keyword Type

Group instance. It would find Document B, since those values are not tied to any

Keyword Type Group.

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Working with Documents

This chapter provides a general overview of working with documents.

When working with documents in OnBase, it is important to understand that documents may behave slightly differently depending upon their file format. A file format identifies the type of file.

The two most common file formats are image documents and text documents. Other file formats include XML, video formats, or OLE documents, such as those created with

Microsoft Office applications. See your system administrator for specific questions regarding your system’s file types and their default behavior.

Note:

Some file formats ask for your permission before opening. These documents may contain scripts or executables. Opening these documents within Unity Client executes the script or executable. Take caution when opening unfamiliar documents.

Document Viewer

When you open a document, it is displayed in the Document Viewer. The document’s

Auto-Name string, page count, and note count (if applicable) are displayed above the document.

If the document is read-only and cannot be modified, you are prompted when opening the document. The following icon is displayed above the document:

Hover over this icon to display information about why the document is read-only. For

more information, see Document Locks on page 289.

Depending on the Document Type and your rights, you might see different ribbon tabs, ribbon groups, icons and other graphics that indicate the presence of notes or annotations.

Note:

OLE and RTF documents are viewed as PDFs, regardless of file type. File type is not changed, despite being rendered as PDFs for viewing purposes within the Unity Client.

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If you have an alternate viewer configured, such as the Google Services Integration viewer or the Microsoft Office Web Apps Server WOPI viewer, you may be presented with a button to switch viewers.

If changes are made to a document and the document is navigated away from without being saved, you will be prompted to save, discard, or cancel your changes.

Note:

Some documents created in third-party applications (for example, Microsoft

Outlook MSG files) may open externally in their native applications. Other types of documents created in third-party applications (for example, Microsoft Office files) may open within the Document Viewer, using a viewer based on the third-party application.

See the third-party application’s help files for information on these types of documents and their options.

Note:

When opening a Zipped HTML Archive for the first time, a message is displayed stating that the document is being prepared. After the zipped file has been prepared, the progress of the archive download is shown. Click Cancel to cancel the unzipping process.

Caution:

When working with a Microsoft Excel file in the Unity Client, you will not be prompted to save if only one cell has been modified. The document is not marked as modified until you navigate to another cell. Care should be taken to ensure your changes have been saved. This is a known issue.

When viewing documents, the following keyboard shortcuts are available:

Keyboard Shortcut

Ctrl + H

Ctrl + P

Ctrl + K

Ctrl + W

Ctrl + U

Ctrl + O

Ctrl + Mouse Wheel Up or

Ctrl and +

Description

Opens the

Document History

dialog.

Opens the

Print

pane.

Opens the

Add/Modify Keywords

pane.

Opens the

Cross-References

pane.

Toggles the thumbnail display.

Toggles text overlay when working with image documents.

While holding down the Ctrl button, scroll the mouse wheel up to zoom in on the current document. Or press the + key while holding down the Ctrl button to zoom in.

Note:

The Ctrl and + shortcut is not usable when working within a text document. Use the Ctrl + Mouse

Wheel Up

shortcut to zoom in on text documents.

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Keyboard Shortcut

Ctrl + Mouse Wheel Down or

Ctrl and -

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Description

While holding down the Ctrl button, scroll the mouse wheel down to zoom out on the current document. Or press the - key while holding down the Ctrl button to zoom out.

Note:

The Ctrl and - shortcut is not usable when working within a text document. Use the Ctrl + Mouse Wheel

Down

shortcut to zoom in on text documents.

Go to the previous page in a multi-page document.

Ctrl + Page Up or

F11

Ctrl + Page Down or

F12

Ctrl + Home

Ctrl + End

Ctrl + Shift + Page Up

Ctrl + Shift + Page Down

Ctrl + G

Ctrl + H

Ctrl + V

Ctrl + Right Arrow

Ctrl + Left Arrow

Go to the next page in a multi-page document.

Go to the first page in a multi-page document.

Go to the last page in a multi-page document.

Go to the previous document in the Document Search Results list.

Go to the next document in the Document Search Results list.

Opens the Go to Page dialog box.

Flips the currently selected page horizontally.

Flips the currently selected page vertically.

Rotates the currently selected page 90 degrees clockwise.

Rotates the currently selected page 90 degrees counterclockwise.

Document Tab

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The Document tab allows you to manage documents more efficiently. If you have sufficient privileges, you may have access to any of the following ribbon groups and/or buttons:

Information Description

Keywords

displays the Add/Modify Keywords pane in the task pane.

See Access the Keyword Values of a Document on page 141 for more information.

Tip:

When the Add/Modify Keywords pane is displayed, you can easily view the document’s notes and cross-references by selecting the corresponding tab.

Cross-References

displays the Cross-References pane in the task pane.

See Retrieving Cross-Referenced Documents on page 124 for more information.

Tip:

When the Cross-References pane is displayed, you can easily view the document’s keywords and notes by selecting the corresponding tab.

Revisions

displays the Revisions and Renditions dialog box.

If a Document Type is configured to allow multiple renditions of a document and you have rights to view renditions, the Revisions and Renditions dialog box displays any renditions. A rendition is a copy of an original document that is saved in a different file format. An example of a rendition is a searchable text document created from an image document.

Double-click a rendition in the Revisions and Renditions dialog box to view it.

You can also open the Revisions and Renditions dialog box by right-clicking a document selected in a Document Search Results list or an open text or image document and selecting Revisions/Renditions.

Note:

If you are licensed for EDM Services, the Revisions and Renditions dialog box also includes information on revisions. For information on using revisions, see the EDM Services documentation.

History

displays the Document History dialog box.

See Document History on page 127 for more information.

Properties

displays the Document Properties dialog box.

See Document Properties on page 128 for more information.

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Actions Description

Send To

displays the following options:

• Mail Recipient sends the document or a link to the document to a user via external mail.

See Emailing Documents and Links to Documents on page 245 for more information.

• Internal User sends the document to a user via internal mail.

See Send To | Internal User on page 237 for more information.

• My Personal Page sends the document to a tile on your Personal Page.

See Personal Page on page 27 for more information.

• Envelope displays the Envelope pane in the task pane.

See Using Envelopes on page 257 for more information.

• Create New Document displays the Create New Document dialog box.

See Creating a Document on page 137 for more information.

• Print displays the Print dialog box.

See Printing Documents on page 277 for more information.

• File displays the File pane in the task pane.

See Saving Documents to Files on page 131 for more information.

• Document Separation sends the document to the Document Separation workspace.

Note:

This option is not available during indexing.

See Separating Image and PDF Documents on page 169 for more

information.

Re-Index

displays the Re-Index pane in the task pane.

See Re-Indexing Documents on page 161 for more information.

Delete

removes the document from OnBase.

See Deleting Documents on page 136 for more information.

The Notes Gallery

If you have sufficient privileges, you can view notes and create notes and annotations on documents using the Notes gallery.

View Notes List

displays the Notes pane in the task pane.

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Your five most frequently used note types will be displayed at the front of the list.

Tip:

When the Notes pane is displayed, you can easily view the document’s keywords and cross-references by selecting the corresponding tab.

Scroll through the available notes and annotations using the following buttons:

To display all available notes and annotations, click the following button:

Tip:

To display the name of a note in the Notes gallery, rest the mouse cursor over the desired note. This is helpful when the full name of the note is not displayed due to length restrictions.

Notes

Note:

Notes are limited to 250 characters.

Notes are available from the Notes gallery when a document is opened in the OnBase viewer or selected in the Document Search Results list.

1. On the Document tab, in Notes, select the type of note.

2. If you are adding a note to an open text or image document, click on the document to place the note. The note is displayed and expanded on the document. Type text in the note’s text field as necessary.

If you are adding a note to a document in the Document Search Results list, or an open OLE document or E-Form, the Notes pane is displayed. If necessary, type text for the note. Click Close.

3. To delete a note, perform one of the following:

• Select the note and click Delete Note in the Notes gallery.

• Right-click the note in the Notes pane and select Delete Note.

Note:

To toggle whether all notes are shown or not, right-click and select Show / Hide

Notes in Viewer

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Annotations

Annotations are available from the Notes gallery when a document is opened in the

OnBase Viewer. Annotations are not available from the Notes gallery when a document is selected in the Document Search Results list. This is because annotations have to be drawn on documents.

Note:

Annotations cannot be placed on HTML or OLE documents.

1. From an open document, select the type of annotation from the Notes gallery.

2. Define the location and size of the annotation by clicking and dragging the cursor over the document. Ensure that the annotation is visible in the Document Viewer.

OnBase requires annotations to be a certain size before they can be saved.

Release the mouse button when finished to display the annotation.

To create multiple annotations of the same type without returning to the Notes gallery, hold down the Ctrl key while clicking and dragging. Release the Ctrl key or right-click to exit the Note creation mode. This functionality only applies to annotations that do not prompt you to add text upon creation. For more information, see your system administrator.

Note:

Depending on your system configuration, some icon stamps may only require you to click the appropriate location on the document, instead of clicking and dragging. See the Creating Note instructions that are displayed at the top of the document when applying a note to determine whether this applies. Icon stamps that behave this way cannot be repeatedly applied by holding the Ctrl key and clicking.

3. Depending on the annotation’s configuration, you may be prompted to add text to the annotation: a.Type text for the annotation.

b.When you have finished typing text, click the following to close the window:

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This button is only available the first time the annotation is selected. If necessary, click this button to edit the annotation’s text. If this button is not available, you can edit the annotation’s text from the Notes pane.

4. Depending on your system’s configuration, you may be able to resize or move annotations after placing them on a document. Annotations that can be resized or moved appear like the following annotation:

Note:

To toggle whether all annotations are shown or not, right-click and select Show /

Hide Annotations in Viewer

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Redacting Documents Using Redaction Annotations

A redaction is a special kind of annotation used to hide confidential information on an image or text document. A redaction is a permanent black or white rectangle that obscures an area of the document.

Redactions can be created and saved on image documents whose Document Types are configured to allow redactions. See your system administrator to verify whether a

Document Type has been configured for redactions.

A redaction cannot be deleted (or undone) once it has been saved. When a redaction is saved, the redacted document is stored either as a new document in another Document

Type or as a revision of the current document. How the redacted document is stored depends on your system’s configuration.

Caution:

If a note, redaction, burned markup, or deficiency is not in the location you expect, do not save or sign the document until the location has been corrected by your system administrator. When the document is saved or signed, the pending redaction, burned markup, or deficiency is permanently placed in the shifted location. The shifting of notes that do not permanently alter the document can be corrected at any time by your system administrator.

Creating a Redaction

You can apply and save redactions to a document if all of the following conditions are met:

• You have sufficient privileges to modify the document.

• The document’s file type is image.

• The document’s Document Type is configured to allow redactions.

1. On the Document tab, click the Notes Gallery.

2. Select a redaction annotation.

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3. Using your mouse, define the location and size of the redaction by clicking and dragging the pointer over the area you want to redact. Repeat for each area you want to redact.

4. Right-click the image and select Redactions | Create New Redaction.

5. The Redaction Options dialog box is displayed:

6. Select the Delete Redaction Notes after Creating check box if OnBase should delete redaction notes from the document after creating the new redaction.

7. Select the Convert Redacted Image to Black and White check box if OnBase should convert color images to black and white after performing the redaction.

8. Click Create Redaction.

Note:

If configured, you may be asked to provide a comment before saving the document with redactions.

9. OnBase displays a message indicating that the redacted document has been created.

If OnBase indicates that the redaction could not be saved, the Document Type may not be configured for redactions.

Note:

If you are saving a redaction on an Image Rendered PDF, the resulting document is stored with an image file format.

10.The redacted document is displayed. Depending on your system’s settings, this redacted document is either saved to another Document Type, saved as a revision of the current document, or the existing document is replaced by the redacted document. Depending on your system’s settings, the original document may also be deleted.

Caution:

If you are using EDM Services, clicking Save on the Markups tab will also save any redactions you have added to the document.

Viewing Redactions

If your system is configured to save redacted documents to another Document Type, you can view existing redactions for the original document from a Document Search Results list or the open document:

1. Right-click the original document.

2. Select Redactions | View Existing Redactions.

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3. The View Existing Redactions dialog box is displayed:

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4. Double-click a document to open it.

Redacting Documents Using Bitmap Redactions

In addition to standard redactions, images can also be redacted using a bitmap image

(Redaction Bitmap), which is burned permanently into the image document. Redacted images can be used to create tamper-proof markings, such as a signature, or a check mark on a drug test result form.

If the Document Type has been configured for Redaction Bitmaps, you can apply and manage Redaction Bitmaps with the Redaction Bitmaps button in the Modify ribbon menu group.

Navigating in the Bitmap Redaction Tab

In the Redaction Bitmap tab, use the Previous and Next buttons to browse through the

Redaction Bitmaps on a document.

Use the Hand Tool to pan or scroll the document in any direction.

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Use the Select All button to select all Redaction Bitmaps on the document.

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Applying a Redaction Bitmap

To add a Redaction Bitmap to an open document:

1. Click Redaction Bitmaps in the Modify group of the ribbon menu.

2. The Redaction Bitmaps tab is opened. Click the Redaction Bitmaps drop-down.

3. Select a Redaction Bitmap to place it on the document.

4. Add and adjust additional Redaction Bitmaps, if necessary.

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5. When Redaction Bitmaps have been positioned correctly, click the Save button to save all Redaction Bitmap changes on the document.

Caution:

Ensure you are satisfied with the bitmap before performing this step. Performing this action makes the bitmap a permanent part of the document, and it can no longer be moved or deleted.

Note:

Creating a redacted image from a redaction bitmap differs from creating a redacted image using a redaction annotation. When you create a redacted image using a redaction annotation, a rendition is created. This means you can view the original document, as well as the redacted rendition. When you create a redacted image using a redaction bitmap, the redaction is burned directly into the original document and a rendition is not created.

Deleting a Redaction Bitmap

You can delete the selected Redaction Bitmap from a document as long as it has not been saved to the document. To delete a Redaction Bitmap, select the Redaction Bitmap you would like to delete and click Delete:

Working with Notes in the Document Viewer

Users with the appropriate viewing rights will see most notes displayed on the document when viewing the document.

Some notes are displayed open, and some you must open to view their contents.

Viewing and Hiding Notes

Notes are displayed on the document as an icon:

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Double-click the icon to view the note:

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Note:

Any time or date in the note Auto-Name string (top line of the note header) respects the Windows Region and Language settings of the user applying the note at the time the note is added. The time and date in the third line of the note header respect the

Windows Region and Language settings of the user currently viewing the note.

Depending on your configuration, notes may be shown or hidden on documents by default. To show or hide notes on the document, right-click and select Show/Hide Notes

in Viewer

Moving Notes

To move a note, click and drag the note icon on the document. Release the mouse button when you have moved the note to its new position. The new position is saved automatically.

Note:

You cannot move notes outside of the document.

Some Note Types may be configured to always maintain the position where they were created. If you move a note, its new position is saved only if the Note Type is set up to be moveable. Your system administrator determines whether a Note Type should be moveable when the Note Type is configured.

Deleting Notes

To delete a note, right-click the note icon or the note and select Delete Note. Click Yes to confirm that you want to delete the note.

Setting Note Privacy Options

To set privacy options on a note, right-click the note icon or the note and select Privacy

Options

. Proceed to step 5 in Setting Note Privacy Options on page 108.

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Working with Notes in the Task Pane

Ensure you have appropriate privileges for editing or deleting notes.

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Note:

If you have privileges to create a note but do not have privileges to modify it, you can modify the note’s text and position only during the same viewing session that you created the note. After you close the document, the note’s text becomes read-only. You can reposition the note while viewing the document, but the note will return to its original position when you close the document.

Notes may contain messages that can be displayed and edited. If you have appropriate privileges, you can delete notes.

Note:

Notes can be added using the Document tab’s Notes gallery.

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Viewing and Editing Notes

To view and edit notes:

1. Click View Notes List on the Document tab, right-click and select View Notes List, or click the note count displayed above the document.

2. The Notes pane is displayed:

3. To search for specific text contained in the document’s notes, enter text in the

Find

field. The Notes pane automatically displays any notes matching your search criteria. To clear search criteria, click the X in the Find field.

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4. To sort the document’s notes, click the following button:

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The following sort options are available:

Sort Option

None

Created By (Ascending)

Created By (Descending)

Action When Selected

The document’s notes are not sorted.

The document’s notes are sorted by the name of the user that created the note, in ascending order.

The document’s notes are sorted by the name of the user that created the note, in descending order.

Created Date (Ascending)

The document’s notes are sorted by the date and time that the note was created, in ascending order.

Created Date (Descending) The document’s notes are sorted by the date and time that the note was created, in descending order.

5. Select the note to edit.

6. Edit the contents of the note.

Right-click for the following text-editing options:

Option

Cut

Copy

Paste

Shortcut

Ctrl+X

Ctrl+C

Ctrl+V

Description

Click to remove selected text and place it on the clipboard.

Click to retain selected text and place it on the clipboard.

Click to insert clipboard text in to the active area (last place the mouse was clicked).

Note:

Changes to notes are saved automatically.

7. Click Close to close the Notes pane.

You can also click Hide Notes to close the Notes pane if you are viewing a document.

Deleting a Note

To delete a note:

1. Click View Notes List on the Document tab, right-click and select View Notes List, or click the note count displayed above the document.

2. The Notes pane is displayed.

3. Select the note to delete.

4. Click the Delete Note button in the Notes gallery, or right-click the note and select

Delete Note

5. Click Yes when prompted to confirm.

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6. Click Close to close the Notes pane.

Setting Note Privacy Options

Depending on your system’s configuration, you may be able to set privacy options for notes that you have created. Privacy options are used to determine whether or not other users can view or change a note that you have created.

To set note privacy options:

1. Click View Notes List on the Document tab, right-click and select View Notes List, or click the note count displayed above the document.

2. The Notes pane is displayed.

3. Select the note.

4. On the Document tab, in Notes, click Privacy Options, or right-click the note and select Privacy Options.

5. The Note Type Privacy Options window is displayed:

6. Select any of the following options:

Note Type Privacy Options Descriptions

Disallow View

Prohibits all other users from viewing the note.

Note:

If this option is selected, other users can still successfully search for text in the note, though they will not be able to view the note.

Disallow Update

Disallow Delete

Prohibits all other users from editing the note.

Prohibits all other users from deleting the note.

Note:

Users with administrative rights will always be able to view, update, and delete your notes.

7. Click OK.

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Viewer Options

Google Services Integration Viewer

When working with documents uploaded with the Google Services Integration, documents may be previewed in an alternate viewer. OLE and RTF documents can be used in this viewer. An additional button is available on the Document tab when working with these documents.

The Switch to Legacy Viewer button allows you to view documents in the familiar Unity

Client document viewer.

Note:

The Switch to Legacy Viewer button will not be displayed unless the Google Services

Integration is configured.

The Google Services Integration viewer previews documents in a Read Only state. A document lock is not placed on the document unless you switch to the Legacy Viewer.

Microsoft Office Web Apps Integration Viewer

When working with OLE (Office) documents in the Unity Client, the Microsoft Office Web

Apps Integration

may be used. When the Unity Client is integrated with a Microsoft Office

Web Apps server, Office documents are viewed in an alternate viewer: the Web

Application Open Platform Interface (WOPI)

viewer. An additional button is available on the Document tab when working with these documents.

Note:

Office documents flagged as read-only cannot be previewed during upload in the

WOPI viewer.

Note:

If the Office Business Application for 2007, 2010, or 2013 is installed and the WOPI viewer is configured, the WOPI viewer takes precedence and the documents will be viewed in the WOPI viewer instead of the native Office application.

The Open in Alternate Viewer button is available in the Viewer Options ribbon menu group:

Note:

The Open in Alternate Viewer option is only available when viewing OLE documents.

This option is only available if the Unity Client is integrated with an Office Web Apps server.

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If you do not want to view OLE documents in the WOPI viewer, documents can instead be opened in Office or in the embedded Unity Client viewer.

To open documents in Office:

1. Click the Open in Alternate Viewer button.

2. Select Open in Office. The document will open in its native Office application.

To open documents in the Embedded Viewer:

1. Click the Open in Alternate Viewer button.

2. Select Open Embedded Viewer. The document will open in the Unity Client

Embedded Viewer.

Staples

Staples attach documents together. In most cases, a logical relationship is established between documents that are stapled together. For example, documents related to a single customer can be stapled together or an invoice and its associated purchase order can be stapled together. The user establishes the relationship. OnBase does not require a logical relationship between stapled documents.

Stapled documents are only logically linked. The documents remain separate.

Note:

The Staple icon will not be printed when selecting Note Icon/Annotation on

Document

in the Print Settings.

Stapling Open Documents from the Information Bar

If you have sufficient rights, you can staple two open documents together. To staple two open documents together from the information bar:

1. Open two documents in separate windows.

2. Left-click and drag the Stapler icon from the information bar of the document you would like to be the secondary document to the information bar of the primary document:

Note:

The Stapler can be left-clicked and dragged to the surface of Image and Text documents in addition to the information bar - all other document types must be stapled together from the information bar only.

3. A staple icon is displayed on the primary document:

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4. View the secondary document.

5. A back staple icon is displayed on the secondary document:

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Stapling Documents from a Document Search Results List

If you have sufficient rights, you can staple a secondary document to a primary document from the Document Search Results list. To staple documents together from the Document Search Results list:

1. Open the primary document to which other documents will be stapled.

Note:

Dragging from the Document Search Results list to the embedded internal

Document Viewer is not supported.

2. Select the secondary document(s) in the Document Search Results list.

3. Left-click and drag the selected document(s) to the information bar of the primary document.

4. A staple icon is displayed on the primary document:

5. Open the secondary document(s).

6. A back staple icon is displayed on the secondary document(s):

Viewing Stapled Documents

1. Click the staple icon on the document. The Staple window is displayed:

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2. To open the document stapled to the current document, right-click and select

View Stapled Document

or click the View Stapled Document button:

Note:

If the document stapled to the current document has been deleted, an error message is displayed.

Note:

When viewing a stapled document, the stapled document will open to the page on which the staple was placed.

Moving Staple Notes

To move the Staple note icon on the document, click and drag the icon to the proper place. The new position of the Staple note icon is automatically saved.

Editing Staples

1. Click on the staple icon on the document. The Staple window is displayed.

2. Edit or add any text as needed.

Deleting Staples

1. Right-click on the staple icon or Staple window and select Delete Note. You are asked if you are sure you want to delete the staple.

2. Click Yes. The staple is removed.

If you delete a staple on one document, the corresponding staple on the document that was attached to the deleted staple remains. If you do not want the staple on the corresponding document, you must delete it also.

Image Tab

The Image tab allows you to view documents more efficiently and edit documents. You can use the buttons to resize and reorient the document.

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Navigation Description

Selection Zoom

allows you to zoom in on the selected region of the document.

When this button is selected, click on the document and drag the mouse select a region. Release the mouse button to zoom in on the selected region.

Hand Tool

allows you to pan, or scroll, the document in any direction. When this button is selected, click on the document and drag the mouse to move the document.

Note:

To pan quickly, hold down the Alt key while moving the mouse.

Previous Document

displays the previous document in the Document Search

Results list.

Next Document

displays the next document in the Document Search Results list.

Previous Page

displays the preceding page of a multi-page document.

Note:

You can also press Ctrl+Page Up to display the preceding page of a multi-page document. If the document is being displayed in the Document

Viewer

pane, click the document prior pressing Ctrl+Page Up.

Next Page

displays the following page of a multi-page document.

Note:

You can also press Ctrl+Page Down to display the following page of a multi-page document. If the document is being displayed in the Document

Viewer

pane, click the document prior pressing Ctrl+Page Down.

First Page

displays the first page of the document.

Last Page

displays the last page of the document.

Go To Page

allows you to go to a specific page in the document.

After clicking this button, type a page number and click OK.

Toggle Thumbnails

displays or hides thumbnails.

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Scale

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Description

Zoom In

magnifies the view of a document, reducing the portion that is visible. Every zoom increases magnification by one third.

Zoom Out

reduces the magnification of a document, increasing the portion that is visible. Every zoom reduces magnification by one third.

Sizing

options allow you to select a standard sizing option. Select a specific percentage of reduction or magnification (25%, 50%, 75%,

100%, or 200%), Fit To Width, or Fit To Window. You can also type a custom scale.

Also displays the current magnification percentage whenever the Zoom

or the Zoom Out options are used.

Note: Fit To Width

is selected by default.

Actual Size

displays the document in its actual size (as it is stored in

OnBase).

Fit To Width

resizes the document page so that its width is the same as the width of the document display area.

Fit To Window

resizes the document page so that the entire image is displayed in the window.

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Transforms

Modify

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Description

Rotate Left

rotates the selected page 90 degrees counterclockwise.

Note:

To rotate all pages in a document at the same time, click Ctrl

+ A

to highlight all pages before clicking Rotate Left.

Rotate Right

rotates the selected page 90 degrees clockwise.

Note:

To rotate all pages in a document at the same time, click Ctrl

+ A

to highlight all pages before clicking Rotate Right.

Rotate 180

rotates the selected page 180 degrees.

Note:

To rotate all pages in a document at the same time, click Ctrl

+ A

to highlight all pages before clicking Rotate 180.

Flip Horizontally

flips the document horizontally around the vertical axis.

Note:

To flip all pages in a document at the same time, click Ctrl + A to highlight all pages before clicking Flip Horizontally.

Flip Vertically

flips the document vertically around the horizontal axis.

Note:

To rotate all pages in a document at the same time, click Ctrl

+ A

to highlight all pages before clicking Flip Vertically.

Save Flip & Rotation

saves any flips or rotations.

Note:

When the Auto-Save Flip and Rotation user option is enabled, this button is not available.

Description

Edit Pages

allows you to edit the current document using the Document

Separation

window.

For more information, see Separating Image and PDF Documents on page

169.

This button is not available under the following conditions:

• This button is not available during indexing.

• This button is not available if there are unsaved changes to the document.

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Modify

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Description

Toggle Overlay

turns the overlay on and off, if an overlay is present.

Document Thumbnails

Document thumbnails are miniature representations of the document pages, which provide a method of document navigation. When you open a document, thumbnails are displayed along the right edge of the Document Viewer, in a vertical column:

You can navigate to a different page in the open document by clicking on the thumbnail for that page.

Text Tab

The Text tab allows you to view text documents more efficiently. You can use the buttons to resize and reorient the document. You can also search for text.

Search Description

Find in Document

is used to search for text in text documents. Settings is used to configure settings when searching for text in text documents.

For further information, see Internal Text Search on page

118.

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Navigation Description

Selection Zoom

allows you to zoom in on the selected region of the document.

When this button is selected, click on the document and drag the mouse select a region. Release the mouse button to zoom in on the selected region.

Hand Tool

allows you to pan, or scroll, the document in any direction. When this button is selected, click on the document and drag the mouse to move the document.

Note:

To pan quickly, hold down the Alt key while moving the mouse.

Previous Document

displays the previous document in the Document Search

Results list.

Next Document

displays the next document in the Document Search Results list.

Previous Page

displays the preceding page of a multi-page document.

Note:

You can also press Ctrl+Page Up to display the preceding page of a multi-page document. If the document is being displayed in the Document

Viewer

pane, click the document prior pressing Ctrl+Page Up.

Next Page

displays the following page of a multi-page document.

Note:

You can also press Ctrl+Page Down to display the following page of a multi-page document. If the document is being displayed in the Document

Viewer

pane, click the document prior pressing Ctrl+Page Down.

First Page

displays the first page of the document.

Last Page

displays the last page of the document.

Go To Page

allows you to go to a specific page in the document.

After clicking this button, type a page number and click OK.

Toggle Thumbnails

displays or hides thumbnails.

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Scale

Transforms

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Description

Zoom In

magnifies the view of a document, reducing the portion that is visible. Every zoom increases magnification by one third.

Zoom Out

reduces the magnification of a document, increasing the portion that is visible. Every zoom reduces magnification by one third.

Sizing

options allow you to select a standard sizing option. Select a specific percentage of reduction or magnification (25%, 50%, 75%,

100%, or 200%), Fit To Width, or Fit To Window. You can also type a custom scale.

Also displays the current magnification percentage whenever the Zoom

or the Zoom Out options are used.

Note: Fit To Width

is selected by default.

Actual Size

displays the document in its actual size (as it is stored in

OnBase).

Fit To Width

resizes the document page so that its width is the same as the width of the document display area.

Fit To Window

resizes the document page so that the entire image is displayed in the window.

Description

Toggle Overlay

turns the overlay on and off, if an overlay is present.

Internal Text Search

Use the Find in Document field on the Text tab to search for specific text strings within the document.

Note:

If an overlay is turned on, you cannot perform an internal text search on the document.

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To perform an internal text search:

1. Click in the Find in Document field and type the characters to search for. Internal text searches are case-insensitive, so searches for Account will also find account, and searches for account will also find Account.

2. If necessary, click Settings to limit your internal text search.

See Limiting Searches Using Internal Text Search Settings on page 119 for more information.

3. Press the Enter key.

4. The number of occurrences of the specified string of text is displayed below the

Find in Document

field as Result 1 of #, where # is the total number of occurrences.

5. The first occurrence of the specified string of text is displayed within a highlight bar.

6. Click Find Next to search for the next following occurrence of the specified string within the current text document.

7. Click Find Previous to search for the previous occurrence of the specified string within the current text document.

Limiting Searches Using Internal Text Search Settings

Searching an entire document for a specific text string can be time-consuming, especially if the document is very long. If you have an idea of where the text string occurs in the document, you can use text search options to limit your search. For example, if you know that the phrase you are looking for occurs only within a specific set of columns, you can limit the search to those columns. Depending on how the document was imported, you may also be able to search predefined blocks of text using column indexes.

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To limit a search using internal text search settings:

1. Click Settings.

2. The Settings drop-down list is displayed:

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3. Select from the following:

Settings

Text

Number

Formatted

Number

Description

Select to search for alphanumeric text.

Select to search for numeric values. This option also allows the use of the following operators to limit the search: =, >, <, >=, and =<. You can use and, or, and to as operators to search for a range of values. For example, type 2010 and 2011 to find documents containing both 2010 and 2011.

Select to search for numeric values that use formatting characters. For example, to search for all Social Security Numbers greater than 800-00-

0000, type > 800-00-0000 in the Search String field. You can use this option with following operators to limit your search: =, >, <, >=, and

. The and, or, and to operators can be used to search for a range of values. For example, type 800-00-000 to 900-00-0000 to find documents containing values within this range.

Note:

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Settings

Use Wildcards

Description

Select to include wild card characters in your text string search criteria.

Case Sensitive

Select to return only matches that have the same capitalization as the text string search criteria.

Whole Word Match Select to return matches for an exact word.

Column Searching

Use Column Searching

- Select to search within specified columns.

Column Indexing

- Select the column index for the block of text that you want to search. This setting is only available for documents with column indexes.

After selecting either option, select Columns... to specify columns in the

Column

Configuration window:

In the From field, type or select the character position of the column to start the search in (the left most column to be searched). The column of characters at the far left of the document is 1, the next column to the right is 2, and so on.

In the To field, type or select the character position of the column to end the search in (the right most column to be searched). The number in the

field must be greater than or equal to the number in the From field.

4. Press the Enter key.

5. The search is executed with your selected options.

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Overlays

This example shows a document displayed with an overlay.

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This example shows the same document displayed without an overlay.

If a text document has been set up with a corresponding overlay, the Toggle Overlay button is available. This indicates that you can apply the overlay to the document or remove the overlay.

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Apply an Overlay to a Document

Open a text document that uses an overlay and select Toggle Overlay on the Text tab to apply its overlay:

Remove an Overlay from a Document

To remove the overlay from the window, click Toggle Overlay on the Text tab.

Media Tab

The Media tab is displayed after opening an audio or video file in OnBase:

You can use the slider to re-wind or fast-forward.

You can also use the following Controls:

Playback Description

Click to stop the file that is playing.

Click to pause the file that is playing.

Click to play the file.

Navigation Description

Previous Document

displays the previous document in the Document Search

Results list.

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Navigation Description

Next Document

displays the next document in the Document Search Results list.

Retrieving Cross-Referenced Documents

If cross-references have been set up by your System Administrator, related documents can be automatically retrieved from an open document or the Document Search Results list.

You retrieve cross-references in different ways depending on the type of document that is open (image, text, or electronic form). In most cases, your system administrator will instruct you on how to properly retrieve cross-referenced documents.

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The Cross-References pane displays cross-references for the selected document if there are any available:

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Double-click the cross-reference to display the document. The document displays in a window titled Document Related to [Auto-Name string of the original document].

Note:

Some Document Types do not support cross-references. See your system administrator for additional information.

Note:

If there is more than one value for the referenced keyword, all documents matching cross-reference criteria are retrieved.

From a Document Search Results List

Select a document and click Cross-References on the Document tab.

From Image or Text-Based Documents

From an open document:

• Double-click on the cross-reference or region preset by your system administrator; or

• Click Cross-References on the Document tab.

From E-Forms, HTML Documents, or OLE Documents

From an E-Form, HTML document, or OLE document, click Cross-References on the

Document

tab.

Access Document History

View a document’s history by accessing the Document History dialog box, which contains a variety of information regarding the history of the document.

To view a document’s history:

• From a Document Search Results list, select the document, right-click, and select History or click History on the Document tab.

• From an open text, image, or PDF document, right-click and select History or click History on the Document tab.

• From an open HTML document, click History on the Document tab.

Note:

Your User Group must have the Document History product right in order to access

Document History

. For additional information, see your system administrator.

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Document History

The Document History dialog box contains the following information about actions that were performed on the document:

Column

Log Date

Log Time

User name

Action

Message

Description

The date that the action was logged.

The time that the action was logged.

The user who performed the action.

The action that was performed.

A message, using the document’s Auto-Name string, describing the action that was performed.

Note:

Depending on your system’s configuration, you may have access to the Workflow

Queues

or Workflow Transactions tabs. For more information on these tabs, see the

Workflow documentation.

Note:

Page rotation is calculated clockwise from the point of origin. For example,

Rotate270

is displayed in the Document History dialog if a page is rotated once to the left. Rotating the page once to the right would be shown in the Document History as

Rotate90

Access Document Properties

The Document Properties dialog box contains a variety of information regarding the document.

To view a document’s properties:

• From a Document Search Results list, select the document, right-click, and select Properties.

• From an open text, image, or PDF document, right-click and select Properties or click Properties on the Document tab.

• From an open HTML document, click Properties on the Document tab.

Note:

Your User Group must have the Document Properties privilege in order to access

Document Properties

. For additional information, see your system administrator.

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Document Properties

You can display the Properties of all documents in the system, as long as you have the proper privileges.

Property

Document Handle

Document Name

Batch #

Document Date

Date Stored

Description

The document number assigned to the document when it was brought into the system. This is the only place in the system where the internal document handle for a document is displayed.

The document handle can be used to retrieve a specific document and to troubleshoot problems with the document.

The Auto-Name string of the document.

This is displayed at the top of the Document Properties dialog box.

The number of the batch in which the document was brought into the system. A batch number is displayed if the document was brought into the system through a process such as COLD.

The date used by the system to refer to the document. This date is used during searches limited by date. The document date is assigned to a document during import.

Note:

If the Upload panel has been open over night, the system date and Document Date may reflect the previous day’s date. If this has occurred, close and re-open the Upload panel so that the correct Document Date is stored.

The date on which the document was imported into the system. If an invoice from December 28, 1996 was brought into the system on March 11, 1997, December 28, 1996 is the document date and

March 11, 1997 is the date stored. This date is used for internal tracking. You cannot search for documents based on the date stored.

Document Type Number

The internal number associated with documents of this Document

Type.

Document Type

The name of the Document Type to which the document belongs.

Document Status

Displays the document's position in the system. If the document is retrievable, a status of 0 is displayed. If the document is in the system, but not yet available for retrieval, a status of 1 is displayed. If the document has been deleted, a status of 16 is displayed.

Document Type Revision

Displays which revision of the Document Type the document is using. Different Document Type revisions can have different configurations.

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Property

Revision #

Created By

Security Value

Page

Disk Group

Volume

# of Pages and # of

Lines

File Format

Offset and Size

Path

Unity Client

Description

If the document is revisable, the Revision field displays the latest revision number of the document. For non-revisable documents, this field is always set to 1.

The name of the user who processed the document into the system.

For internal use only.

The internal page number for a document. Page numbers start at

0, and are indicative of the number of files used to display the document. Text documents typically have only one page, while image documents typically have several. Virtual E-Forms have no pages, so on a Virtual E-Form this field would display the tag

<Virtual E-Form>

instead of a page number.