OnBase Guide Web - The Hamilton Clermont … Word - OnBase Guide Web.docx Author Deanne Created Date...
Transcript of OnBase Guide Web - The Hamilton Clermont … Word - OnBase Guide Web.docx Author Deanne Created Date...
Document Retrieval
Documents in OnBase are assigned to Document Types, which are stored within Document Type Groups.
• A Document Type Group contains Document Types. • A Document Type is a group of similar documents.
Document Types and Document Type Groups
When you log into OnBase, The Document Retrieval window opens by default. Select the Document Type Group from the drop down list, and the list of Document Types within that group will be displayed.
NOTES: • Not all users have access to all Document Type Groups. • Not all access carries equal privileges. You might be able to view a document, but not
to print or email it. If you have questions regarding your rights or privileges, your supervisor or OnBase contact should be able to help you.
Click the Document Type you wish to retrieve, or shift-‐click/control click to search multiple Document Types at once.
After you have selected your Document Types, there are a number of ways to search for specific documents. These are covered in the next section.
SEARCH BY DATE RANGE To find documents imported into OnBase between a range of dates, use the From and To date fields. Just enter the dates and click the FIND icon.
Document Retrieval (cont.)
After you have selected the Document Type(s) there are many ways to find specific documents. Once the Document Type(s) are highlighted, you can search using dates, keywords, text or notes.
NOTE: Clicking the expand button (to the right of the “To Date” field) will give you added date search options.
SEARCH BY KEYWORD
Using keywords to search offers multiple ways to find documents. You can search by entering a value, or by choosing an existing value from the drop down.
This can be further simplified by typing the first character(s), then clicking the dropdown arrow to pick from only the words that begin with those characters. Not sure of the name or the spelling? Use the asterisk as a wildcard. For example, if you don’t know whether the name is spelled Kelly or Kelley, you could enter Kell* to bring up all names beginning with Kell.
Operators can also be used to expand a search. Double click the keyword name to bring up additional keyword fields, then use the AND, OR, or operator combinations.
• Click the = sign to change to <, <=, > or =>. • Click AND to change to OR.
EXPAND BUTTON
SEARCH BY TEXT or NOTES
Some documents are text searchable, or have notes attached. By clicking the Text or Note tabs, you will find these search options
Searching For Documents
NOTES: • Documents in OnBase are
stored in different formats, and therefore will have different menus.
• Documents will open in their native format. For example: Word documents will launch MS Word.
• Some document formats, such as PDF will launch within OnBase’s document viewer window. These documents will have their own toolbars. You should use the toolbars that are native to the file for printing and emailing.
Document Retrieval (cont.)
Opening and Working with Documents
THE HIT LIST
Hit List is the term used for the list of documents that appears after you enter your search parameters and hit the FIND button. The list will display as many documents matched your search. It displays 50 per screen – if there are more than 50 documents, the arrows at the top of the screen will turn green. Click the arrows to navigate through the screens.
Highlight and double click the document to open it.
When you have selected your document, you will have a number of options available, depending on your user rights. Some of the options:
• Email or print • View the document’s history • Pull up related documents • Leave notes or read notes left by other users • Modify the keywords
You can access these options from the document viewer toolbar, or right click on either the highlighted document in the hit list for a condensed menu, or right click anywhere on the open document to get a full menu.
OPEN TEST DOCUMENT
Right click anywhere on the open document or on the highlighted document in the hit list for a dropdown menu.