Financial Aid Central Users: Scanning, Indexing, and Viewing Documents in the OnBase Unity Client
This article goes over how to process Financial Aid documents, including scanning and indexing physical and electronic documents in OnBase.
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.
Scanning and Indexing Physical Documents
1. Log into the scanner computer and OnBase Unity Client desktop app using your campus username and password.
Student assistants should use their zz-account credentials to log in.
2. Click the Batch Scanning tile.
3. Check the Scan Source to verify that it shows the correct printer/scanner and check the Scan Format to make sure that it shows the correct number of pages to be scanned. Use the drop-down menus to make adjustments, if necessary.
4. Select the FA Student Financial Aid Documents SQ scan queue. Then, load your document(s) into the scanner and click the Scan tile.
The number in brackets tells you how many documents are currently in the scan queue.
- Click FA Student Financial Aid Documents SQ.
- Click Scan.
5. Select a scan format. Then, click Scan.
Most scanners are equipped to handle up to 200 pages. If you have a document that's longer, scan it in 200 page chunks.
- Select a scan format from the drop-down menu.
- Click Scan.
Scan Formats:
FIX1 - Every single page will be scanned in as a separate document.
FIX2 - Every two pages will be scanned in as a separate document.
FIX3 - Every three pages will be scanned in as a separate document.
VAR - Variable: number of pages in a document varies. A patch code (document separator bar code) needs to be inserted between each document.
VAR_DUP - Variable duplex: document will scan double-sided. A patch code (document separator bar code) needs to be inserted between each document.
6. Check the drop-down menu to verify that the correct scan format is selected. Then, click Scan.
Most of the time, you shouldn't need to adjust the Image Mode, Resolution, Paper Size, Paper Source, and Continuous Scan settings, but you can do so if needed.
- Make sure that the scan format matches what you entered on the previous screen. If the correct format doesn't autopopulate, select the correct one from the drop-down menu.
- Click Scan.
7. Click Done when you've completed the scan. You can also scan more pages, create a new document, discard pages, etc.
8. Check the batch to make sure that the documents scanned properly. When you're ready to index documents, click the Go to Batch tile.
- The Batch Name contains the scan date, user ID of the person who scanned the batch, unique ID number of the batch, and the number of documents in the batch.
- The Scanned Documents box lists all the documents included in the batch scan. You can double click on a document to view it. The number in brackets tells you how many pages are in the document.
- The view panel displays a scanned document. If the document has multiple pages, you can select which page to view from the page listing to the right of the scroll bar.
- Click Go to Batch to proceed with indexing the document(s).
1. Access the Batch Processing page.
If you're on the Document Review tab, click Go to Batch.
If you're on the Home tab, click the Batch Processing button.
2. Select a scan queue, then click on the batch that you want to index. Click Start Processing.
You can use the headers to sort results or you can type into the fields below the headers to filter the results. View instructions on sorting/filtering results in OnBase.
Only batches that have "Awaiting Index" as the status are available for processing. You can click the Refresh List button to update the status. There may be some delay if a lot of scanning is going on, so you may need to wait for a few minutes.
- Select the queue that contains the documents that you want to index.
- Select a batch.
- Click Start Processing.
3. Enter keywords to index the document. After all required information has been entered, click Index.
If OnBase processes the document bar code, some keyword fields will autopopulate.
Keyword fields marked with a red asterisk (*) are required.
- The Document Type and Document Date will autopopulate.
- Enter the necessary keywords and set the Scan State. View Scan State definitions.
- Click Index. If there are multiple documents in the batch, the next document will open.
A - Active
C - Completed
R - Received
T - Returned
4. When all documents in the batch have been indexed, you will be prompted to save your changes.
- Click Review Last Action if you would like to return to the batch processing page before saving.
- Click Save and Transition to save your changes and open the next batch for processing.
- Click Save and Close to save your changes without opening the next batch.
Processing, Uploading, and Indexing Electronic Documents
1. Access the document inbox in IBM Forms or AEM Forms. Process the form and download the supporting documents.
When downloading documents, it's recommended to create a folder on your computer for each student that you're processing.
1.1 Access the Financial Aid Review Inbox in IBM Forms. Select the document that you want to work on.
If you need access to the Financial Aid Review inbox, contact a Financial Aid supervisor.
1.2 Check the attachments section. Download supporting documents to your computer.
1.3 Complete the Financial Aid Review Section. Then, click Submit & Complete.
- Complete the Financial Aid Review by clicking the Load more Student Data... button, then selecting the Workflow Status, FileNet Document Status, and adding any relevant comments.
- Click Submit & Complete.
1.1 Access My Tasks in AEM Forms. Select the document that you want to work on.
1.2 Click Proceed to assign the task to yourself.
When a task is assigned to you, other users won't be able to see the task unless you delegate it back to the Financial Aid Reviewers queue.
1.3 Complete the Financial Aid Signature and Acknowledgement and download the supporting documents. Then, click Submit.
- Review the content on all of the form tabs.
- Click the eye icon to view a supporting document. You can download the document from the document viewer.
- Check the box indicating that you have completed the review. Your name and today's date will populate.
- Select whether you recommend to approve or reject the request.
- (OPTIONAL) Enter any relevant comments.
- Click Submit.
2. Open the Unity Client and click Batch Scanning.
3. Select the FA Student Financial Aid Electronic Upload queue. Then, click Sweep.
- Select FA Student Financial Aid Electronic Upload.
- Click Sweep.
4. Select whether you want to sweep all files in a particular directory or import one file. Then, select the document(s) that you want to upload.
- Select Sweep all files in a particular directory if you would like to upload multiple files at once. Note that all the files must be in the same location.
- Select Import one file if you want to upload a single file.
5. When the upload has completed, click Go to Batch when you're ready to start indexing.
After uploading documents into OnBase, delete the documents from your computer.
1. Access the Batch Processing page.
If you're on the Document Review tab, click Go to Batch.
If you're on the Home tab, click the Batch Processing button.
2. When the document is in Awaiting Index status, select the document, then Click Start Processing.
- Select the FA Student Financial Aid Electronic Upload queue.
- Select the document that you want to index.
- Click Start Processing.
3. Enter keywords to index the document. After all required information has been entered, click Index.
Keyword fields marked with a red asterisk (*) are required.
- Type in the document keywords. If you enter the CWID, other fields may autopopulate.
- Click Index. If there are multiple documents in the batch, the next document will open.
A - Active
C - Completed
R - Received
T - Returned
4. When all documents in the batch have been indexed, you will be prompted to save your changes.
- Click Review Last Action if you would like to return to the batch processing page before saving.
- Click Save and Transition to save your changes and open the next batch for processing.
- Click Save and Close to save your changes without opening the next batch.
Searching for and Viewing Documents
Documents become available the day after they are scanned as an overnight refresh is required to update the system.
1. From the homepage, click the Custom Queries tile.
2. Select a query, then select a date range from the drop-down menus and/or enter keywords in the search fields to filter your results. Then, click Search.
On top of each search field is a comparison operator, which defaults to equal (=). You can click on the box to change the comparison operator to adjust your search. View more information about changing comparison operators.
- Select a query.
- Use the Date Options drop-down menus to restrict results by scan date.
- Enter keywords into the search fields to filter your search results.
- Click Search.
3. Click a document to open it in the Document Viewer. Alternatively, you can select a document, then click Document Viewer.
Retrieved a long list of results and want to look through them more easily? View instructions on changing the sort order of and filtering within search results.
- Click a document to access it in the Document Viewer. To open the Document Viewer in a new window, double-click the document.
OR - Click a document, then click Document Viewer.
Additional View Functions
To view keywords, right-click on a document and select Keywords to open the Document Information Panel.
- Right-click on a document.
- Select Keywords from the menu.
- The Document Information Panel containing the document keywords will open on the right side of the page.
You can also select a document, click the Document tab, then click the Keywords button to open the Document Information Panel.
- Select a document.
- Click the Document tab.
- Click Keywords.
- The Document Information Panel containing the document keywords will open on the right side of the page.
To view actions taken on a document, right-click on a document and select History.
- Right-click on a document.
- Select History from the menu.
- The Document History window will open detailing all actions taken upon the document.
Need More Help?
For training and how-to assistance, contact IT Training at 657-278-5647 or ittraining@fullerton.edu.
For technical assistance, contact the IT Help Desk at 657-278-7777 or helpdesk@fullerton.edu.
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