Nolij Web End User Training Version 6.5 Nolij Corporation 1 ddd

Introduction to Nolij Web 2

Nolij Corporation – Quick Facts Phonetic Spelling of “Knowledge” Incorporated in 1999, Headquartered in MA Exclusive Focus on Higher Education Complete Software and Service Provider Over 200 College and University Customers Four Primary Products: Nolij Web Nolij Transfer Nolij ICR/OCR Nolij Connect 3 ddd

Nolij Corporation – Position Nolij is the Leading Provider of Document Imaging, Workflow, Data Integration, and Forms Processing Technology for Higher Education. Hundreds of Colleges and Universities World-wide Rely on Nolij to Improve the Capture, Input, Availability, and Flow of Information. 4 ddd

Nolij Web 5 ddd

What is Document Imaging? Capture, Store, and Retrieve Documents Hard Copy (e.g. paper, vellum, etc.) Electronic (e.g. MS Office, PDF, etc.) Multimedia (e.g. video, audio, etc.) Web Content (e.g. HTML, XML, etc.) Many More Distribute Information via Workflow Subset of Enterprise Content Management Technology to Eliminate Paper 6

Benefits of Nolij Web Designed and Built for Higher Education Contains Built-In Best Practices Easy to Deploy and Maintain Includes Robust, Customizable Workflow Embedded Encryption Protects Sensitive Data Access Documents from Anywhere Leverages Existing Infrastructure Integrates with All Popular Applications Fully Web-Based 7

Understanding ‘Web-Based’ Nolij Web is Deployed via Web Server Runs in a Web Browser 8

End User Solution Primary Nolij Web Functional Interface Provides End User Access to All Nolij Web Features and Functionality Scanning, Storage, Retrieval, Annotation, Workflow, Reporting, Integrated Forms, Collaboration, and more Presents Single, Unified View of All Documents and Data Productivity Enhancement Tool 9

Secure Nolij Web stores the documents securely Only those specifically granted access to a document can view it Each action related to a document (view, download, upload,edit, share, annotate) requires a separate security permission You control the security for your department Nolij Web is backed up nightly 10

Getting Started 11

Overview The system was developed in careful and total collaboration with Amy, Tami, Trina, and Jennifer – over a period of many years. eRPT was designed by the right people on campus who know the existing process and policies inside and out. eRPT adheres to the existing policies and fundamental RPT processes. It is not about changing policies and fundamental processes. This is the first training session, more will be coming in the summer. If you have Questions, contact Faculty Administration or the AVP for Academic Affairs. 12

What am I going to be doing? Adding users to roles Granting users access to ERPT Initiating Candidate’s folder Complete the RPT Summary, External Reviewer, Dept Email forms Start the folder in the workflow Track the progress 13

What am I going to be doing? Manage the process Hopefully we have made it easier Vote review form Tracking of folder See who has it, where it is in the process Candidate can track it themselves Dept committee tracking Simple User Interface Request UNID’s for External Reviewers You control the process in your department 14

You control the process in your department You add users to roles You determine the department committees You determine who sees what documents when You can route the folder as you see fit We have provided a template, so you don’t have to change anything, it’s up to you. 15

Why ERPT? The current business process, conducted primarily through paper documentation and other physical artifacts, is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk. Access to the system will be available, according to established business processes, to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents. At the U each year the typical circulation of RPT binders/boxes and documentation on Lower Campus and the School of Medicine is as follows: 􀁸 375 RPT binders/boxes per year 􀁸 400-­‐2000 pages per reviewed professor per year at the department/college level; 200-­‐1000 pages per reviewed professor at the Vice President level and above 􀁸 150,000-­‐750,000 documents under review per year at the department/college level; 75,000 – 375,000 documents under review per year at the Vice President level and above 􀁸 3,642 people touch RPT documents each year 16

Why ERPT? The University of Utah is expected to realize a reduction of the following risks associated with the current tangible, paper-intensive RPT system: Overall institutional cost of multiple duplicative RPT systems Loss, theft, accidental destruction of binders/boxes/documents (legal action) Bottlenecks causing delays Individual office costs Procedural & policy errors (legal action) Unauthorized access to documents (legal action) 17

External Reviewers UNID Request Still in process First Name, Last Name, Address, Email, Phone Electronic Form Automatically routed to HR Email notification when set up Still in process 18

Simple User Interface For the Faculty, External Reviewers, Department Committees 19

Key concepts 20

Roles A ROLE can Determine What Work is Being Performed Different ROLES have Different Rights A User Can have Multiple ROLES Example: A Registrar User Needs to Look Up Student Information But May Also Need to Look Up Course Information 21

Rights RIGHTS are What is Allowed Different ROLES have Different RIGHTS Possible Rights: Access to Documents View, Edit, Add, Index or Delete Documents Email or Print Documents Access to a Folder in Workflow 22

Locked Folders NolijWeb is a “First Come, First Serve” System This Means the First User to a Folder will be Able to Make Changes to that Folder. This User has “Locked” the Folder Other Users will be Able to View that Folder but Cannot make Changes 23

Collaboration Enhance Communication with Real-Time Messaging Interface Compose and Send Text Messages Directly to Individual Browsers Keep Staff Connected, Foster Collaboration Supports Group-Level Notification Always Know Who’s Online and Available for a Chat 24

Logging In 25

Logging In https://nolij-test.acs.utah.edu/NolijWeb 26

Logging In Enter User Login Credentials Enter uNID Enter Password For test use your birthday MMDDYY Click on “Log In” Button 27

Logging In – Error Messages 28

End User Interface 29

End User Interface 30

Roles Your active role determines your access 31

Roles You have at least 2 roles WF Administrator – this is the primary role Administrator – This is where you will grant others roles for ERPT 32

Roles Select the drop down on the Roles box Select the Administrator role 33

Admin User Interface 34

Roles – Administrator Select the icon next to Enterprise Hierarchy 35

Roles – Administrator Select the icon next to University of Utah Select the icon next to ERPT 36

Roles – Administrator Select the icon next to Your Department Name 37

Roles – Administrator Select the icon next to Department Roles 38

Roles – Adding Candidates Click the Candidate role, then right click the Candidate role, select Add User 39

Roles – Adding Candidates Enter the Candidate’s UNID, then press OK 40

Roles – Adding Candidates Click on the unid you just added, then click User Settings 41

Roles – Adding Candidates Enter the Candidate’s name (User Description)and email (User Email Address) 42

Adding Users to Roles To add a user to role the process is the same Navigate to the role, click the role, right click the role, select Add User Add the UNID, click OK Select the UNID you just added Select User Settings Enter the user’s name and email 43

End User Interface 44

End User Interface 45 Workflow Status Role Toolbar Query or Search Bar Workflow Inboxes Document Viewer Query Results Folder Objects Form 45

Main Toolbar 46 Click on drop down to get two option: User Guide About Nolij Web Click on drop down to get four options: - View Options Themes Document Viewer Form Clear Query - is used to clear your search bar Work Complete - is used to when an automated workflow is in place Scan – is used to scan documents from scanner (Only appears when a folder is open) Click on drop down to get three options: Communication Window Graphical Workflow User Summary Role – Change role without logging out Logout – this logs the user of out Nolij Web 46

Search Bar 47

Query or Search Bar The Query is Customized Specific to Your Department and Search Requirements. 48

Query Bar When searching, start broadly and use the wildcard (%). For example to find Robert Paine, we would type PA% in the Last Name box and hit enter. If you only search on PA, nothing will be returned. 49

How to look up a Folder Click in a Box on the Query Bar to Activate It Type the Proper Data to Search (Ex: ID Number, Name) Hit Enter on the Keyboard * The NolijWeb wildcard is the percent sign %. 50

Query Results 51

Query Results The rest of the Query Bar is populated Type In Data to Search Query Results The rest of the Query Bar is populated Click on Name to open folder (Notice Folder Icon is open) 52

Query Results – Open Folder Folder is not OPEN Query Results Folder is OPEN Folder objects window has tabs The rest of the Query Bar is populated 53

Query Results – Open Folder Open folder Icon Closed folder Icon 54

Open Folder – What’s the big deal? The open folder is where the drag and drop documents will be added Determines which faculty portfolio you are working on We don’t want to add documents to the wrong folder. 55

Most Important Buttons Clear Search Fields - to Clear Query Bar boxes Before After 56

Most Important Buttons Clear Search Results - to Clear Query Results area 57

Recommend Practice Use wildcard for initial search 58

Recommend Practice Select the faculty member (double click) 59 Query Bar will be populated Folder objects window will have tabs Name will be highlighted Folder icon will be open 59

Recommend Practice Clear Search Results to Clear Query Results area 60 Query Bar will still be populated 60

Recommend Practice Place the cursor in a query box Press enter Select (double click) the faculty member 1 3 61

Why? Using a wildcard I search for Nathan Pace I select Nathan Pace 62

Why? I now want to search for Smith The Query Bar is still populated with the previous infomation I don’t see any results????? We don’t get any results when searching for SMI%, because The rest of the query bar is still populated with Nathan Smiths Information. 63

Why? To avoid confusion, always press Clear Query before searching for a new faculty member. 64

Searching Step by Step Start broadly, use wildcards Select (double click)Faculty member Clear Search Results to Clear Query Results area Place the cursor in a query box Press enter Select (double click) the Faculty member Always press Clear Query before searching for a new Faculty member 65

Before You Leave Your Desk Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It. 66

Initating Candidate’s folder 67

Open a Faculty Folder Start broadly, use wildcards Select (double click)Faculty member Clear Search Results to Clear Query Results area Place the cursor in a query box Press enter Select (double click) the Faculty member 68

Open a Faculty Folder 69

Expand Form panel Open the Form panel by clicking on the Expand button 70

Click the icon next to the form name Select RPT Summary or RPT SoM Summary 71 71

RPT Summary Form Verify all information, change if needed, complete missing information 72

RPT Summary Form Verify all information, change if needed, complete missing information 73

RPT Summary Form Click the save button If you get an error, send a screen shot of the summary form, the id of the faculty member, and your department to david.sexton@utah.edu 74

Undocking Forms Clicking the chain icon will open the form in its own window 75

Redocking Forms Press escape with your cursor active on the form and the form will go back to it’s Original position in the User Interface. 76

Other Forms to Complete RPT Dept Email (SoM) Without this, Email notifications Willl not work 77

Other Forms to Complete External Reviewer This is how the external reviewers get access to the candidates folder. Enter the information for a single reviewer, then save. After each save You get a blank line below the saved line to enter the next reviewer. 78

Informational Forms RPT Filenames list the original file name and the index name 79

Informational Forms RPT Admin Vote Review allows you to see the committee votes 80

Informational Forms RPT Dept Committee Tracking allows you to see what committess are required and if they have voted 81

Adding New Documents 82

Adding Documents - Indexing What is Indexing? The Matching of a Document to a Folder A Two Part Process Part 1 – Adding a Document to a Folder Part 2 – Index the Document 83

Add a Document – Drag and Drop Open a Faculty Folder Start broadly, use wildcards Select (double click)Faculty member Clear Search Results to Clear Query Results area Place the cursor in a query box Press enter Select (double click) the Faculty member 84

Add a Document – Drag and Drop Open both the System and the System Objects panels by clicking on the Expand button 85

Add a Document – Drag and Drop After clicking on the expand Button, the System and System Objects panels Should look like this. 86

Add a Document – Drag and Drop The System panel is a windows explorer like interface. Select the directory where the documents are that you want to upload into the folder you have opened. The file names will appear in the System Objects panel. Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name 87

Add a Document – Drag and Drop Click on Document Under System Objects and Drag Up to Folder Objects A Copy of the File is Now in the Folder (The Original is Still in the System Folder.) Folder Objects 88

Indexing Documents 89

Indexing Documents To Index a Document, Right Click the document (1) in the Folder Objects Panel, click Choose Index Types (2), then choose the index type (3), then select OK (4) 3 1 2 90 4

Indexing Documents Document name has changed To view the original File name, open the RPT FileNames form 91

Indexing Documents If you want to add a index type contact Faculty Administration or Academic Affairs, AVP Office 92

Indexing Documents When you right click to index documents, the top 10 will be listed If your index type is not listed, select More Index Types…. 93

Why Index documents? An index types control who can see what Roles have access to Indexed documents Aids in organizing the documents 94

Document Actions 95

Delete Documents To Delete a Document, Right Click the document (1) in the Folder Objects Panel, click Delete (2), then choose Yes(3) 1 2 3 96 4

Move to sub folder Subfolder correspond to the review year The documents will still be visible under the All tab 97

Move to sub folder Two Ways to Move to a Sub-Folder Under Folder Objects, Click on Document and Drag to Correct Tab. Right-Click on the Document, Select Sub-Folders, and Select the Correct Tab NOTE: Under Show All Documents Tab, a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label. 98

Move to A Sub-Folder Click and drag the document to the sub folder 99

Move to sub folder To Move a Document, Right Click the document (1) in the Folder Objects Panel, click subfolder (2), then choose the subfolder you want to move it to (3) 1 2 3 100 4

Renaming Documents Dragged and Dropped Documents Carry over the File Name From the Original File 101

Renaming Documents To Rename a Document, Right Click the document (1) in the Folder Objects Panel, click Rename (2), then rename the document (3). 1 2 3 102

Naming Documents Document Name Custom Document Name from Right Click List Custom Document Name 103

Other Items on “Right Click List” Duplicate Makes a Copy of the Document Example: Document Now Named “Copy of Application” Reset Name Reverts Document’s Name Back to the Original Document Type Example: Application Reverts Back to Image012345.tif Delete Must have Rights 104

Other Items on “Right Click List” Reset Name Delete Duplicate Properties 105

Properties 106

Custom Properties 107

Recover Files in Folder 108

Folder Objects 109

Folder Objects Shows documents in Folder Application Tax Form Voucher Icons dependant on type of file tif doc Pdf 110

Click on Folder to see Objects Folder Objects Click on Folder to see Objects 111

Click on Document to View Folder Objects Click on Document to View 112

Folder Objects Can Sort Columns Can Control Which Columns Are Visible 113

Display Documents 114

Display documents Click a document in the Folder Objects panel 115

Display documents The document will render in the Document Viewer panel 116

Display – Imaging Toolbar The Imaging Toolbar will Appear Once You Selected a Document Within a Folder. Helps with Viewing Documents 117

Display – Zoom Zoom In – Make Print Larger Zoom Out – Make Print Smaller Fit Width – Fills Up the Viewer Fit Page– Puts Whole Document in Viewer 118

Display – Enlarging Document Viewer Maximize – Takes Up the Whole Screen 119

Display – Enlarging Document Viewer Restore Maximized View 120

Display – Change the Orientation Rotate Right Rotate Left This is Considered a Change to the Document and will be Auto Saved 121

Display – Right Click Menu Options Right click on the document to access these options 122

Display – Multi-Page Documents Page Number Total Pages First Page Previous Page Next Page Last Page 123 ddd

Display - Print Can Print Out of Nolij Web Must have Rights to Print Open Document to Print Click on the Print Icon on the Imaging Toolbar Print Wizard Pops Up Follow Instructions in Wizard 124

Workflow 125

Workflow Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office Folders are Routed Based on Rules of the Department 126

Workflow 127

Workflow SoM 128

Workflow NolijWeb is a Virtual Version of Workflow The Workflow Bar Shows Where the Folder is in the Workflow Each Step is Called an “Inbox” One or Multiple Users can have Access to a Particular Inbox Based on the Work that Needs to be Completed at that Step of the Workflow Access to an Inbox is called Ownership of that Inbox 129

Step of the Workflow Where the Folder is Currently Located Workflow Bar Step of the Workflow Where the Folder is Currently Located Inbox 130

Workflow Two Ways to Move a Folder Through the Workflow MANUAL Workflow: the User chooses Where to Move the Folder AUTOMATIC Workflow: the System will Move the Folder Automatically Based on Department Policies 131

Start the Workflow 132

Start the Workflow Current Workflow Current status Number of folders in the inbox Inboxes you can access You will only be able to access your departments folders 133

Start the Workflow Once all the documents have been uploaded and indexed, the summary form, dept email form completed, and external reviewer form, you can then start the workflow. Workflow status 134

Start the Workflow Press Work Complete 135

Start the Workflow This box will display, indicating the inbox the folder will be routed to Verify the Route to and hit the OK button 136

Start the Workflow The inbox you routed the folder to will be incrimented, and the status will show the current inbox 137

Checking the Status To check the status of any folder, search for and open the folder, and the status will tell you where it is 138

Manual Route Folder Press the icon next to Not in Workflow 139

Manual Route Folder Then select the icon next to Move To and select the inbox to route the folder to 140

Manual Route Folder The inbox you routed the folder to will be incrimented, and the status will show the current inbox 141

Workflow – Viewing Inbox To View the Items in an Inbox: Click on the Inbox Inbox Detail Window Opens Select the Folder to Open and Click the Open Button The Folder will Open Automatically 142

Workflow – Viewing Inbox To view an inbox, select the inbox you want to view (1), then double click the folder to view (2). You can also single click the folder, then click OK (3) 1 2 3 143

Workflow – Viewing Inbox If you right click the folder, you have these options 144

Workflow – Sorting Inbox 145

Workflow – Folder History 146

Roles 147

Roles Select the drop down on the Roles box Select the Administrator role 148

Admin User Interface 149

Roles – Administrator Select the icon next to Enterprise Hierarchy 150

Roles – Administrator Select the icon next to University of Utah Select the icon next to ERPT 151

Roles – Administrator Select the icon next to Your Department Name 152

Roles – Administrator SoM Select the icon next to Department Roles 153

Roles – Administrator 154

Roles Roles that end in DPT DPT roles share an inbox If you want more department committees, we will add more DPT roles Enable multiple committees to access a inbox, concurrently 155

Roles Roles that end in UPLOAD Duplicate name with UPLOAD appended Only the UPLOAD role can upload documents and complete forms (voting form) All Committee members need the Non UPLOAD role so they can view the documents Each UPLOAD role should have at least one user 156

Roles Only the users you assign to roles will be able to access the folder documents to view them Some roles have broader access 157

Permissions 158

Permissions Select a department role The Permissions tab will display the objects you have the access to change. Once you select a role, you are dealing with permissions for that role only. 159

Permissions To view document permissions click the icon next to Documents 160

Permissions Viewable System Docs controls what type of document (.pdf, .doc, .txt, .mp3, .avi) can be viewed Viewable Custom Docs controls which custom docs can be Viewed, these are the index types Indexable Custom Docs controls the index type availble to the user. 161

Permissions – Viewable System Docs All these should remain checked 162

Permissions – Viewable Custom Docs If it has a check in the box, the user can view that document in the folder. To enable users to view documents, place a check in the box. 163

Permissions – Indexable Custom Docs If it has a check in the box, the user can index a uploaded document to that index type in the folder. To enable users to index a Uploaded document to that index type, place a check in the box. 164

Index Change your role pg 33 Add users to roles pg 39 - 40 End User Interface Map pg 45 Open a folder pg 49 - 50, 52, 58 - 61 Searching Overview pg 65 Start a Candidate's folder pg 68 - 74 Forms to complete pg 77 - 78 Adding Documents pg 86 - 88 Indexing Documents pg 90 - 91 Delete documents pg 96 Move to subfolder pg 97 - 100 Document display Options pg 115 - 124 Workflow pg 130 -137 Where is my folder pg 138 Opening an inbox pg 142 Document Permissions pg 159 - 164 165