Using OnBase

Question

How do I use OnBase?

Answer

Select the anchors below to learn more about using OnBase

Quick Links

Use these links to jump to the various sections/headers in this article. 

Scanning Documents Into OnBase

Printing OnBase Documents

Import Document to OnBase Using Virtual Printer Driver

OnBase Workflows

Submitting OnBase eForms

Retrieving Archived Documents in OnBase

 

Scanning Documents Into OnBase

To scan a document into OnBase, you must use the OnBase desktop application (Unity). Documents cannot be scanned using the web application.  

  1. Select Batch Processing from the Home tab.
  2. Select Scan.
  3. Select a Scan Format from the drop-down menu.
  4. Select Scan to begin scanning.

 

Printing OnBase Documents

Please keep in mind that once you print documents from OnBase, they are no longer as secure. If you have access to print in OnBase, follow these steps to print a document:

OnBase Desktop Application (Unity)

  1. Open the document you wish to print.
  2. Select Print.
  3. Verify the options on the right hand side and select print.

OnBase Web Application

  1. Open the document you wish to print.
  2. Press Ctrl+P or right-click on the document and select Print.

 

Import Document to OnBase Using Virtual Printer Driver

*You must have the Hyland Software Virtual Printer driver installed on your device to complete this process. The virtual print driver can be downloaded from the Microsoft Software Center.

  1. Locate and open the document you wish to upload to OnBase.
  2. Select File.
  3. Select Print.
  4. Select Hyland Software Virtual Printer from the Printer drop-down menu.
  5. Select Print.
  6. The OnBase Perform Import window will appear with your document in it.
  7. Complete the document information fields on the left side of the screen. 
  8. When finished, select Import to complete the import.

 

OnBase Workflows

OnBase workflows help to automate business processes. To view available workflows:

OnBase Desktop Application (Unity)

  1. Select Workflow.
  2. A list of Life Cycles to which you have access will display.
  3. Select a workflow to expand and see its tasks.
    • These different steps in the process are represented as workflow queues in the tree structure.
    • Within the process, users will only see the queues to which they have access.
    • Any workflow that has documents requiring action will have a number next to them.
  4. Select the workflow queue to view the documents in the right pane.

OnBase Web Application

  1. Select Main Menu (three lines on top of one another) from the top left corner of the screen.​
  2. Select Open Workflows.
    • You will see a list of Life Cycles to which you have access.
  3. Select a workflow to see expand and see its tasks.
    • These different steps in the process are represented as workflow queues in the tree structure.
    • Within the process, users will only see the queue to which they have access.
    • Any workflow that has documents requiring action will have a number next to them.
  4. Select the workflow queue to view the documents in the right pane.

 

Submitting OnBase eForms

OnBase electronic forms (eForms) are often used to help kick off a workflow process. To access and submit an eForm, follow these steps:

OnBase Desktop Application (Unity)

  1. Select Forms from the Home tab.
  2. Select the form you would like to complete.
  3. Enter the required information into the form. 
    • Some forms may use an autofill to automatically populate user data when the ID/username are entered. 
  4. When finished, select Submit. 

OnBase Web Application 

  1. Select Main Menu (three lines on top of one another) from the top left corner of the screen.​
  2. Select New Form.
  3. Select the form you would like to complete.
  4. Enter the required information into the form. 
    • Some forms may use an autofill to automatically populate user data when the ID/username are entered. 
  5. When finished, select Submit. 

 

Retrieving Archived Documents in OnBase

  1. Select Retrieval from the Home tab.
  2. Select the Document Types and Groups where the document(s) is located.
    • Use Ctrl+Click to select multiple groups. 
  3. Type information into the Keywords fields to narrow down the search and/or enter a date range in the From and To fields to search within a specific time frame. 
  4. Select Find. 
  5. The results of your search will appear.
  6. Double-click the document name to open it in the viewer.
  7. Right-click the document name to choose from a sub-menu of options to view more information or perform tasks for the selected documents.

For additional assistance, please contact Information Technology Services at 419-372-0999 or through chat.

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