Tips & Tricks for OnBase Users Speaker: Dora Compis Systems Engineer

User Tips & Tricks Lock Workstation – Need to get a cup of coffee but don’t want someone seeing your work? Select the Lock Workstation. The retrieval listings and documents opened will minimize and can not be maximized until you log in. Switch User – If you are going to let another user work in OnBase on your workstation, you can “Switch User” so the other user can log in. Relaunch client – Need to exit OnBase Client and restart it? With version 6.2, OnBase has added the Relaunch feature so you don’t have to log in again. NOTE: For version 6.2, if you have the user option of “Verify Exit” checked on, the OnBase Client will relaunch, but it will leave open the previous OnBase Client until you check the “Are you sure you want to exit?”. This was fixed in version 6.4.

User Tips & Tricks General Adobe 8 is only supported with OnBase version 6.4 and higher.  It could work in a limited roll with older versions but there could be issues with printing and formatting display.  Hyland’s official word is that they only support Adobe 8 with 6.4 and higher.

User Tips & Tricks Drag-n-Drop Import Drag an image or document anywhere into the OnBase Client to import the image/document (available in versions 6.2 and higher). The IMPORT window will be displayed so that users can index the document. This automatically fills in the File Import and makes imports quicker.

User Tips & Tricks Re-Date a Batch To change the date a batch was scanned, swept, Document Import Processed (DIP) or COLD processed into the OnBase system, right mouse click on the batch and select “Re-Date Batch”. This will change the document date on all the documents in that batch. This task can be done in any of the Scan Queues including the COMMITTED Queue.

User Tips & Tricks Quick Close of Document Double-click on top left of Window to close CTRL+F4 will also close current window

User Tips & Tricks Right-Click Menu From the OnBase desktop gray area, right-click for a quick menu. Tile Close Options Toolbars

User Tips & Tricks Reindex vs Keywords User must have Re-Index and/or Modify Keywords Privileges Reindex Can change the Document Type, File Type, etc When entering keywords, AutoFill is activated if configured for the document type USE WITH CAUTION: You can accidentally re-index an image doc to a cold doc.  The keywords aren’t lost but it will be extremely difficult for anyone to find the document after the change. After selecting the document, select FILE -> Re-Index Keywords Can only modify the keywords and change the document date After selecting the document, right mouse click and select Keywords

User Tips & Tricks Text Search toolbar (set in User Options, Document Tab) Searching within Open Documents OnBase Internal Text Searching allows users to search for text in an open text document (statements and reports). To search in MS Word or MS Excel documents, use <CTRL><F>. Text searching is valid on scanned images if you have the documents OCR’ed using the OnBase OCR feature. Right mouse click on opened document – “Text Search…”

User Tips & Tricks Searching for Documents with specified text External Text Searching is searching for documents which contain certain text. This will work for statements and reports. Does not work on MS Word and MS Excel documents.

User Tips & Tricks User Options – Default Dates Retrieval Default Date – If you specify a date range in the Retrieval Default Date dialog box, the specified range appears automatically in the Client Document Retrieval dialog’s date fields. (see right) Document Storage Default Date – Is the default date used for processing COLD and Document Import Processing (DIP). This setting does not affect scanning dates. (see below)

User Tips & Tricks Staples Staples allow you to tie several documents together. To staple documents together, open both documents, right mouse click on one document and drag it onto the second document. To view a stapled document, with one document open, click on it’s staple. Then click on the “View Document” bar in the staple note For each stapled document there will be 1 staple

User Tips & Tricks Duplicating Keyword Fields – F6 At times there may be a need to duplicate certain keywords such as SSN and Customer Name if a single document applies to more than one customer This feature is available in: Add/Modify Keywords Re-Index Document Retrieval (searching for documents) NOTE: When searching for documents with multiple keywords of the same field, you will need to change the AND search to an OR search between the like keyword fields.

User Tips & Tricks WildCard Searches Wildcard characters can be used when searching for documents when the entire name or formatting of the name is not known. For example if the Name is “ARMSTRONG, INC” but you enter “ARMSTRONG INC” in the search field it will not be found. However, entering “ARMSTRONG*” would be found. The wildcard character (“*”) can be entered before and/or after the search string. I.E. “*SPORTING*” can be entered to search for “ARMSTRONG SPORTING GOODS”

User Tips & Tricks Delete something you wish you hadn’t? To undelete a document: Select User Select Trash Can Select the document you would like to bring back Right mouse click and select “Undelete Selected”

User Tips & Tricks Document Listing Report Need a list of all the documents for a customer to give to your manager? Aqcuire the list of documents in the Document Retrieval listing Hightlight all the documents listed Right mouse click Select “Create List Report…”

User Tips & Tricks Classic View vs Standard View Some users are unaware there are two ways to view the Document Retrieval window. This feature is set in the User -> User Option -> General tab. “Classic Window Retrieval” option can be selected. Standard View Classic View

User Tips & Tricks Alternatives to Document Viewing Once the document list is displayed, you can right mouse click on the search criteria and select one of two ways to view the documents. Launch Viewer displays the list of documents in the top part of the window while displaying the hightlighted document in the lower part of the same window. This is similar to the OnBase Web Client display. Thumbnail Viewer will display the first page of each document in a thumbnail which can be double clicked to open the document. The document title is displayed beneath the document.

User Tips & Tricks Using Shortcuts instead of Mouse Events Some users prefer to use key shortcuts instead of mouse click events.

User Tips & Tricks Using Shortcuts instead of Mouse Events Document Imaging Indexing shortcuts These keys are also listed during indexing in the Scan queue. The associated icons are: