Registrar Central Users: Scanning, Indexing, and Viewing Documents in OnBase
This article goes over how to locate and process Registrar 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 Documents
Scanning is only available in the Unity Client desktop app.
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. Select the RR Student 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 RR Student Documents SQ.
- After placing the documents into the scanner, click Scan.
4. Select a scan format. Then, click Scan.
Make sure you select a scan format that starts with RR.
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.
RR Student Documents_DUP - Use to scan double-sided.
RR Student Documents_FIX1 - Use to scan every page as a separate document.
RR Student Documents_FIX1_8x14 - Use to scan legal-size (8x14) with every page as a separate document.
RR Student Documents_FIX1_GS - Use to scan in greyscale. This can be helpful to enhance documents that might be difficult to read if scanned in color or black and white, such as passports and drivers licenses.
RR Student Documents_VAR - Use to scan documents of varying page lengths. Insert a patch code (document separator bar code) between each document to separate them.
5. Check the drop-down menu to verify that the correct scan format is selected. Then, click Scan.
The settings will automatically populate based on the scan format you select. 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.
6. Click Done when you've completed the scan. You can also scan more pages, create a new document, discard pages, etc.
7. 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).
Indexing documents
Users may index documents in OnBase on the web but the desktop app is preferable as it has more functionality than the web app.
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 the RR Student Documents SQ 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 the student's CWID. Then, select the Doc Type. After all required information has been entered and the document has been checked for accuracy, click Index.
Keyword fields marked with a red asterisk (*) are required.
- Type in the student's CWID and then hit Tab or click into another keyword field to autopopulate the rest of the student's information.
- Select the Doc Type to enter the document acronym code. The Doc Group and Doc Type Description will autopopulate.
- Click Index. If there are multiple documents in the batch, the next document will open.
- Append Pages: Appends (attaches) the document to the previous indexed document. This function is only available for image documents.
- Delete Document: Deletes the entire document
- Go to First Document: Switches view to the first document in the batch
- Go to Previous Document: Switches view to the previous document in the batch
- Go to Next Document: Switches view to the next document in the batch
- Go to Last Document: Switches view to the last document in the batch
- Skip Document: Proceeds to the next document in the batch
- Create New Document: Makes the selected page into a separate document
- Scan: Click Scan if you need to add more pages to the document. You will be asked whether to add the page(s) to the beginning of the document, before the selected page, after the selected page, or the end of document.
- Rotate: Use the left and right curved arrows to turn the document counterclockwise or clockwise.
- Delete Page: Deletes the selected page
- Go to First Page: Switches view to the first page of the document
- Go to Previous Page: Switches view to the previous page of the document
- Go to Next Page: Switches view to the next page of the document
- Go to Last Page: Switches view to the last page of the document
- Undo: Reverses the last action
- Stop Indexing: Click Stop Indexing when all document keywords have been entered. The next document in the batch will open for indexing. If there are no remaining documents in the batch, a prompt will open for you to review the last action, save and transition to the next batch, or save and close.
- Detach/Attach Indexing Panel: Opens the document viewer in a new window
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.
1. Log into the campus portal. Then, click on the OnBase icon in the Titan Online widget in the portal.
2. Click on the hamburger menu, then select Batch Indexing.
- Open the hamburger menu (three horizontal lines).
- Select Batch Indexing.
3. Select a batch status, then choose a batch to index.
- Select whether you want to work on a batch that's awaiting index or a batch with index in progress. The number in parenthesis tells you the number of batches in that status.
- Right-click on a batch, then select Index Documents.
4. Enter keywords such as student's CWID, Doc Type, and the like. After all required fields have been completed and the document has been checked for accuracy, click the Index Documents button.
- Provide the student's CWID and then hit Tab or click into another keyword field to autopopulate the rest of the student's information. Continue adding in other vital information.
- Click the Index Documents button. If there are multiple documents in the batch, the next document will open.
- Append Pages: Appends (attaches) the document to the previous indexed document. This function is only available for image documents.
- Create New Document: Makes the selected page into a separate document
- Delete Page: Deletes the selected page
- Delete Document: Deletes the entire document
- Undo: Reverses the last action
- Clear Keywords: Deletes values from unlocked keyword fields.
- Stop Indexing: Click Stop Indexing when all document keywords have been entered. The next document in the batch will open for indexing. If there are no remaining documents in the batch, a prompt will open for you to review the last action, save and transition to the next batch, or save and close.
- First Document: Switches view to the first document in the batch
- Previous Document: Switches view to the previous document in the batch
- Next Document: Switches view to the next document in the batch
- Last Document: Switches view to the last document in the batch
Searching for and Viewing Documents Using Custom Queries
Documents become available the day after they are scanned as an overnight refresh is required to update the system.
If you try to open a document in the Unity Client and on the web at the same time, OnBase will lock the document. Close the document in the platform that you're not using, then proceed to view the document in your preferred application.
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 (Unity Client)
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.
To view/remove notes and/or annotations from the document, right-click anywhere on the document and select Show/Hide Notes in Viewer from the menu. Then, select what markings you would like to show or hide from the document.
Typically, annotations are typically markings on the document while notes are comments that function similarly to sticky notes.
- Open the document menu by right-clicking on the view panel. Select Show/Hide Notes in Viewer.
- Select whether you want to show/hide both notes and annotations, notes only, or annotations only.
Need instructions on adding, editing, or deleting notes and annotations? View additional Annotations and Sticky Notes information.
1. Log into the campus portal. Then, click on the OnBase icon in the Titan Online widget in the portal.
2. Select a query from the list in the left panel. You can enter dates into the Document Date fields to find documents scanned within that date range. You can also enter keywords to narrow the scope of the search. When you've entered all your search criteria, click the Search button.
- Select a query. You can type into the search bar to filter the list of queries.
- Use the calendar icons to select Document Dates to search for documents that were scanned between those dates.
- Enter keywords into the search fields to filter your search results.
- Click Search.
3. The search results will appear in the Custom Query Results pane on the right. Double-click a result to open the document in the view pane below.
Additional View Functions (Web)
Right-click on a document and select Keywords to open the View Keywords pane in a new window.
To view actions taken on a document, right-click on a document and select History. The Document History will open in a new window.
The Show/Hide Annotations function is not available on the web. Use the Unity Client to show or hide annotations.
1. To view notes, right-click on the document, select Notes, then click View Notes. A window will open where you can see all notes that have been added to that document.
- Right-click anywhere on the document and select Notes.
- Select View Notes.
- The Notes window will open where you can view what has been added to the document.
1. To add a new note, right-click on the document, select Notes, then click Add Notes.
- Right-click anywhere on the document and select Notes.
- Select View Notes.
2. Select a note type, then click Add. Enter the note text and save when complete.
A note has a maximum character length of 250 characters.
- Select a note type from the drop-down menu.
- Click Add.
- If your note type involves text, type in the message.
- Click Save or Save and Close.
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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