Using the OnBase Desktop App (Central Users)
This article covers how authorized campus central users can use the OnBase desktop app to view and edit scanned documents.
Please note that you must be connected to the campus VPN if you are accessing OnBase from off-campus or while using campus wi-fi. Learn more about connecting to the campus VPN.
PeopleSoft Access Request Forms are required to request access to OnBase and to view specific queries (types of documents). If you are unsure what type of request to submit, contact IT Training at [email protected] or contact the department associated with the document type (e.g., contact Financial Aid about financial aid-related documents).
Instructions on downloading and installing the OnBase desktop app will be provided when access is granted.
Note that it is not possible to save your query keywords/settings. Your query keywords will be saved during a session, but once you log out (or are signed out), you will need to enter the query keywords again.
Accessing Documents & OnBase Features
1. When you open the Unity Client, you will be prompted to enter your campus username and password. Then click Login.
- Enter your campus username and password.
- Then click Login.
2. You'll be prompted to authenticate with Duo.
3. You're now logged into the OnBase desktop app/Unity Client.
Custom Queries are all of the search templates that you have access to use in OnBase. Each query is set up to search a specific set of documents. Previously, these templates were in separate folders, but in OnBase, they are all in a single list. You can filter the list using the search box above the list.
1. Click on the Custom Queries button in the Home section at the top of the desktop app.
2. Select a query from the Custom Queries list on the left.
2.1. To filter the list of queries, you can enter search criteria in the search box above the query list.
3. Enter a date range in Date Options to search for documents created or modified during that date range. (Optional)
- Type in a date in the From and To fields.
- Or click on the drop-down menu to use a calendar view to select a date.
4. Enter additional keywords to narrow down the search results. Then click Search.
The available keywords will depend on the type of document(s) that this query is tied to.
- Some keyword fields are text fields that allow you to enter specific text to search for such as a first name or last name.
- Some keyword fields are date fields that allow you to specify a date associated with a document to search for.
- Note the comparison operators next to each keyword field. For example, = next to First Name means that OnBase will look for first names that are equal to the keyword entered.
- Click Search when you are ready to search for documents.
5. The search results will appear in the search results panel on the right.
1. Click once on a document in the Search Results once to open it in the Document Viewer.
2. You may need to click on Document Viewer to view the document.
3. The document is now showing in the Document Viewer.
The document you are viewing will remain highlighted in the query results pane.
1. Double click on a document in the Search Results to open it in a new window.
2. The document opens in a new window.
You can have multiple queries open at the same time, but you may find it useful to close queries to go back and enter different search criteria.
1. Click on the x next to a query to close the current Search Results.
2. You can now enter different search criteria for the same query or choose another query to run.
You can adjust the size of each pane in OnBase to make it easier to focus on the information that you want to see.
1. Hover your mouse in between the panes. When your mouse pointer changes to a hand, you can now resize the panes.
2. Drag the Document Viewer up or down to increase/decrease the size of the pane.
3. Drag the query pane right or left to increase/decrease the size of the pane.
You can hide the query pane or document viewer pane to maximize the amount of space on the screen for other panes.
1. Click on Document Viewer to hide the document viewer pane.
1.1. Click on Document Viewer again to show the document viewer pane.
2. Click on the icon to the right of the query pane to hide the query pane.
2.1. Click on the icon on the left to show the query pane.
Query Options
You can view previous queries/searches that you have done today using Query History.
1. Click on Query History in the Documents section of the Home tab.
2. Click on a query in the Query History panel to re-run the same query.
3. The search results will open in a new window.
The default comparison operator for most fields is equal (=), but you can change the operator to make your search more complex.
The types of comparison operators that are available will depend on the type of field and the query.
1. Click on the comparison operator next to a keyword field to change the operator. Keep clicking on it until you see the operator you want.
In the example above, the equals (=) means that only documents that have a Scan Date of 9/9/24 will be in the search results.
2. Now the operator is set to the one you want.
In the example above, this can be read as Scan Date > 9/9/24, meaning that documents that have a Scan Date after 9/9/24 will be included in the search results. Documents with a Scan Date of 9/9/24 will not be included.
Search Results Options
1. Click on a column header to sort the query results by that column.
2. The query results are now sorted by that column, typically in ascending order. Click on the column header again to change the sort to descending.
3. The search results are now sorted in descending order.
The fields under each column header can be used to filter your search results.
1. Click on the drop-down menu in the filter field beneath a column header.
In the example above, Year is set to Equals, meaning that you can enter a single year to see only documents for that year.
2. Type in the value you want to filter or select a value from the menu.
- Type in the value you want to filter.
- Or select a value from the menu.
3. The search results will be filtered to just show documents that match the filter.
In the example below, the search results have been filtered to only show documents in the AR_COLLEGE_TRANSC document group.
- The column that is being filtered will change color to remind you that you are filtering the results using this column.
- The number of search results will alter to show how many documents in the search results match the filter(s) you are applying.
4. One way to remove a filter is to click on the filter to highlight it and then press the Backspace key on your keyboard to remove the filter.
5. Another way to remove filters is to right-click in the table and then select Clear All Column Filters.
- Right-click in the table. You can right-click on the column header or on a document.
- Then select Clear All Column Filters.
Document Options
1. In the Image section of the ribbon, select Previous Document or Next Document in the Navigation section to move to the previous or next document in the search results.
2. The previous or next document in the query results will open.
Note that the document that is highlighted in the search results will not change to the document you are viewing.
1. After opening a document, click on Send To in the Actions section of the Document ribbon.
You can also right-click on a document to access the Send To menu.
2. Select File.
3. Choose the File Format for the download and where you want to download the file. Then click Save.
- Choose the File Format for the download.
- Choose where you want to download the file.
- Then click Save.
1. After opening a document, click on Print in the Actions section of the Document ribbon.
You can also right-click on a document to access the Print option.
2. Select the printer you want to use and any other settings you wish (e.g., which pages to print, portrait/landscape, etc.). Then click Print.
- Select the printer you want to use.
- Specify any other settings you wish (e.g., which pages to print, portrait/landscape, etc.).
- Then click Print.
1. After opening a document, click on Keywords in the Information section of the Document ribbon.
You can also right-click on a document to access the Keywords option.
2. You can now view the keywords for the document in the Document Information Panel. If you have edit permissions, you can make additions or changes to the keywords as needed.
3. Click Save Keywords if you make any additions or changes to the keywords.
Cross-references will show you a list of related documents in OnBase for the same user.
1. After opening a document, click on Cross-References in the Information section of the Document ribbon.
You can also right-click on a document to access the Cross-References option.
2. The cross-referenced documents will appear in the Document Information Panel. Use the scroll bar to view details about each document. Double click on a document to open it in a new window.
- Use the scroll bar to view details about each document.
- Double click on a document to open it in a new window.
1. After opening a document, click on Re-index in the Actions section of the Document ribbon.
You can also right-click on a document to access the Reindex option.
2. You can now change properties of the document such as Document Type Group and Document Date. You can also make changes to the keywords. Click the lookup button to look up valid values for the properties or keywords.
- You can now change properties of the document such as Document Type Group and Document Date.
- You can also make changes to the keywords.
- Click the lookup button to look up valid values for the properties or keywords.
2.1. When you click on the lookup button, you may be prompted to choose what information you want to look up.
2.2. Enter search criteria for the lookup and then click Find.
2.3. Click on a search result to select it. Then click Select.
2.4. The value you selected will populate in the appropriate keyword field(s).
3. When you are done making changes, click Re-Index.
4. You will see a confirmation that the re-index was successful.
Annotations and Sticky Notes
Sticky notes can be added to PDF documents or image documents. Annotations such as arrows or highlight boxes can only be added to images.
1. After opening a document, click on either Arrow or Highlight in the Notes section of the Document ribbon to create an arrow or highlight box.
2. If you click on Arrow, left click and drag your mouse to draw the arrow on the document.
2.1. Click your mouse anywhere on the document to save the arrow annotation.
There won't be any confirmation that the note was updated, but you will see the annotation on the document.
3. If you click on Highlight, left click and drag your mouse to draw the highlight box on the document.
3.1. Click your mouse anywhere on the document to save the highlight box annotation.
There won't be any confirmation that the note was updated, but you will see the annotation on the document.
You cannot edit an annotation, but you can delete the annotation and then create a new one.
1. After opening a document, click on the annotation that you want to delete. Then click Delete Note.
You can also right-click on the annotation and select Delete Note.
- Click on the annotation that you want to delete.
- Then click Delete Note.
2. Click Yes to confirm you want to delete the annotation.
3. The annotation has been deleted.
1. After opening a document, click on View Notes List in the Notes section of the Document ribbon.
2. You will see all of the sticky notes associated with the document.
You can use the Find search box above the notes to search the text of the notes to find a specific sticky note.
1. After opening a document, click on Sticky Note in the Notes section of the Document ribbon.
2. Your mouse pointer will change into a sticky note icon. Click your mouse on the place in the document you want to add the sticky note.
3. Type in text for the sticky note. Then click your mouse anywhere outside of the sticky note to save it.
4. You will see a confirmation that the sticky note was successfully updated.
5. The sticky note also appears in the Document Information Panel.
1. After opening a document, click on View Notes List in the Notes section of the Document ribbon.
2. Locate the sticky note you want to update. Then click into the text of the note to edit the text of the note.
2.1. Make edits to the text of the sticky note as desired. Then click anywhere outside of the sticky note to save your edit.
3. To move the sticky note to another spot on the document, click and hold on the sticky note icon on the document.
3.1. Drag and drop the sticky note icon to another spot on the document.
4. You will see a confirmation that the sticky note was successfully updated.
1. After opening a document, click on View Notes List in the Notes section of the Document ribbon.
2. Click on the note you want to delete. Then click Delete Note.
You can also right-click on the note and select Delete Note.
- Click on the note you want to delete.
- Then click Delete Note.
3. Click Yes to confirm you want to delete the note.
4. The sticky note is deleted.
Need More Help?
For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].
For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].
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