OnBase Thick Client User Guide

Transcription

1 OnBase Thick Client User Guide PROFORMANCE, Inc. 96 Beach Walk Boulevard, Suite 104 Conroe, TX Tel: (281)

2 Table of Contents Disclaimer... 3 Starting the OnBase Client... 4 Retrieving Documents... 5 View Options Printing from OnBase Internal Text Search Search String Using Wildcards Case Sensitive Generate Report Column Search Client Toolbar Custom Queries Importing a Document Drag-and-Drop Functionality Menu Functionality Scanning Documents Indexing A Scanned Batch Committing Documents Indexing Documents Re-Index Document Modify Keywords COLD Processing Using a Published CD User Options Configuration Setting General Tab Verify Exit Notification Configuring Keyword Select Lists Configuring Keyword Operators Startup Tab Document Tab Configuring Text Display Configuring the Thumbnail View Retrieval Default Date Tab Document Storage Default Date Using Envelopes Create New Document from Existing Document Staple Documents PROFORMANCE Updated: 11/21/2017

3 Disclaimer This document is a supplement to the OnBase Help files provided with the system. The OnBase help files provide more detail in each area of the application. You may use this guide as a Quick Start to using OnBase. If you need more information about a module in the system, please refer to the OnBase help files PROFORMANCE Updated: 11/21/2017

4 Starting the OnBase Client Double click on the OnBase icon to open the program. When the Login dialog box appears enter your User Name and Password PROFORMANCE Updated: 11/21/2017

5 Retrieving Documents When OnBase starts, the Document Retrieval window will open by default if configured. The Document Retrieval dialog box allows you to search for and retrieve documents from the system. It is divided into four separate sections. Step 1: Document Type Groups - Document type groups allow the system to organize, search for, and locate a document more efficiently. If a document type group is selected in the Document Retrieval dialog box, only the document types associated with that group appear for selection, as opposed to all available document types PROFORMANCE Updated: 11/21/2017

6 Step 2: Document Types Searches can be further limited by document type. One or more document types can be selected from the Document Types list box. By using the Ctrl or Shift keys you will be able to select multiple document types. You can also double click in the Document Types box to select all the document types for the Group selected. The system searches all documents belonging to the selected document types. Step 3: Dates - Use the Dates section to limit your search to documents of a specific date or date range. Click on the Today button to fill in the current date in the From and To edit fields. Use the calendar icons to open a calendar box. Use the arrow icon to open a box to specify different dates. It is very important to specify a date range. If no date is selected, all occurrences of the report selected will be retrieved which may take quite a while if you have a significant number of documents in the system. Step 4: Keywords Keyword type fields will only be displayed if keywords have been defined for the document type(s) you selected. If keyword fields are available, these may be used to narrow your search for a specific document. Duplicating Keyword Fields for Searching When the Document Type is highlighted within the Document Retrieval dialog box, one instance of each keyword field can be viewed. Many times users have the desire to search for or search across multiple values of the same keyword field. The F6 function allows users to duplicate the desired keyword field PROFORMANCE Updated: 11/21/2017

7 To use the F6 Function to Duplicate Keyword Field for Searching: 1. Place your cursor in the keyword field you want to duplicate. 2. Press the F6 key. 3. Repeat Step 2 to duplicate additional keyword fields. Using Wild Cards for Searching Alphanumeric Keywords Advanced Keyword Features allow you to narrow your document search from the Document Retrieval dialog box. Advanced Keyword Features include wild cards, as well as comparative operators and logical operators. To enable the advanced keyword features on startup, please refer to the Configuring Keyword Operators section. Wild card characters are entered directly into the keyword type field to search for strings containing one or more unspecified characters. Wild Card Description * Searches for text strings in which * represents one or more unspecified characters. For example, a search for LA* could result in the return of documents containing Keyword values of Lane, Lake and Lands.? Searches for text strings in which? represents a single, unspecified character. For example, a search for LAN? could result in the return of documents containing Keyword values of Land, but not documents containing the Keyword value Lands ; however, LAN?? could result in the return of documents containing the Keyword value Lands. To Use the * Wild Card: 1. Select the Document Type Group and Document Type you are searching in. 2. In the keyword field, type the keyword criteria entering the * wildcard where appropriate, as shown below: PROFORMANCE Updated: 11/21/2017

8 Step 5: Click the Find button. The Document Search Results list appears displaying all documents with the keyword criteria you entered. Note: If there is only one document with the search criteria, it will automatically open if the system is configured as such. See User Options Configuration Settings in this document. Step 6: Double-click on the document you want to open for viewing PROFORMANCE Updated: 11/21/2017

9 The document will be displayed in the appropriate format depending on the document format (image, text document, Microsoft Word, Microsoft Excel or Adobe PDF). Document Retrieval Buttons Once you have entered your search criteria, click the Find button to search for the documents. A Document Search Results window will open which contains a select list of all documents that meet the search criteria. An external text search allows a user to search for text across all documents of a selected document type. Select the document type(s) you want to search and click the Text Search button to open the External Text Search dialog box. Enter the text you wish to search for and click Find. Allows a user to search documents for note types and/or note text. Clears the search criteria in the keyword type fields Clears all search criteria including Document Type Groups, Document Types, Dates, and Keywords PROFORMANCE Updated: 11/21/2017

10 View Options When in doubt right-click When viewing documents, there are several features that may be available to you. Features may be grayed out if you do not have rights to those items or if they are invalid for the document type you are displaying. Below is a list taken from an imaged document and a text (COLD report) document. Keywords Allows the user to view or modify the keywords associated with the document Renditions If the document is defined to have renditions/revisions, a user can view a list of the revisions History View a list of users that has viewed, modified or printed the document Cross-References Display any cross-references available Overlay Toggle the overlay on or off Notes (Add/View/Delete) Allows user to add a note, view an existing note or delete an existing note associated with the current document. Redacted Image (Image only) Print Opens a Print dialog box with standard printing options. Send To Send document(s) to Internal OnBase users or external mail account, to a file, to an envelope or to create a new document. Re-Index To modify keywords or change the document type Run Script Run a custom script on the document Delete Document delete the current document Delete/Reorder pages (Image only) Delete or reorder pages within the document. Navigate (Go To Page) Navigates to specified page in the document. (Image documents only) Scale zoom, fit to features Process Rotate, flip, invert Display Change scale-to-gray features Reset Reset to original display Thumbnails toggle thumbnails on/off (Text/COLD report documents only) Ruler Displays a ruler at the top of the report window. Ruler 2 is the one most commonly used Select Method - Presents text selection options. Allows you to select text by Line, Column, or Block of text. Disable Vertical Scroll Bar - Disables the vertical scroll bar displayed on the right side of the document. Text Search Search for text within current open document Text Lock - Displays selected columns or rows of text in a stationary position on the screen. The selected text remains stationary as you scroll through the document. Change Font Changes the font used to display your document PROFORMANCE Updated: 11/21/2017

11 Properties Document information such as doc handle, batch number, file name/location, date stored PROFORMANCE Updated: 11/21/2017

12 Printing from OnBase 4 ways to print from OnBase With the document highlighted or opened, select File Print With the document highlighted or opened, select the Print button from the toolbar With the document open, select Print from the right-click menu. From the Document Select List, select the document(s) and select Print, Print Selected or Print All from the right-click menu. When documents are selected for printing, the Print dialog box appears. From here you are presented with the standard printing options. You can choose the desired printer, print format, orientation, print range and number of copies. Note: Be careful when selecting All for the Print Range. If you have a 1000 page document and choose All, it will print all 1000 pages. If you have any notes associated with the document(s) you can choose to print the notes as well. By selecting Note Text After Document option, all document notes will print on a separate page. Select Print to print the selected document(s). Using the Select Method discussed earlier you can also select lines, columns or a block of text and choose Print Selected from the right-click menu to just print the text that is selected PROFORMANCE Updated: 11/21/2017

13 Internal Text Search Internal text searching allows you to search for a text string in an open document. To initiate a text search, right-click on the open document and select Text Search then Internal Text Search dialog box appears. The text search can also be initiated by selecting the Text Search button from the toolbar. A small text search window will appear in the toolbar and the same search commands will apply. Search String Enter the text string to locate in the Search for box. The drop-down box opens a list of previously used search strings. Choose the type of search from the following options: Text Number Formatted Number Currency Searches for alphanumeric text. Searches for numeric values and allows the use of the following operators to limit the search: =, > and <. The and, or, and to operators can be used to search for a range or values. Searches for numeric values in which all non-numeric values are assumed to be formatting characters. For example, to search for all Social Security Numbers greater than enter > in the Search for field. This option allows the use of the following operators to limit the search: =, >, and <. The and, or, and to operators can be used to search for a range of values. Searches for numbers and currency formatting. Click the Format button to access the formatting options. Using Wildcards Select the Use Wildcards check box to use wildcard characters in a text string. A wildcard is a special character or character sequence that represents one or more unspecified characters in a text string. The? wildcard character can be used to replace a single character in the text string. For example, the text string "Sm?th" will find all instances of both "Smith" and "Smyth". The * wildcard character can be used to replace several characters at the end of a text string. For example, the text string "BLE*" will find instances of "Bleak", "Bleaker" and "Bleakest." PROFORMANCE Updated: 11/21/2017

14 Case Sensitive Text searching is not case sensitive by default. For example, the text string "weaver" will find both "weaver" and "Weaver". Select the Case Sensitive check box to limit the search to text that matches the case of the text string. Generate Report Internal text searches allow you to generate a report based on the search results. To generate a report: 1. Select the Generate Report check box. 2. Click Find to start a search and the Generate Report Options dialog box appears. 3. Enter a name for the generated report in the Report Description edit field. 4. The Display section of the dialog box provides options for text appearance. Enter the number of lines of text to include in the report in addition to the hit text in the lines before found text and lines after found text boxes. 5. Enter the number of blank lines to display between hits in the Separate occurrences by x blank lines edit box. 6. Click OK to generate the report or Cancel to exit without generating a report. Column Search The Column Search check box can be used with any of the search string buttons. Select Column Search to limit the search to a column range in the document. For example, to search for text strings that appear in columns 20 through 50, enter 20 and 50 in the From and To fields, respectively. Click View to see the selected columns (area that will be searched) highlighted in your document PROFORMANCE Updated: 11/21/2017

15 Client Toolbar The Client toolbar includes the following buttons. Whether or not you have access to some or all of the following options are determined by your user rights and what type of document you are viewing. Opens the Document Retrieval dialog window Opens the File Cabinet dialog window Opens the Import Document dialog window Prints the selected document(s) Opens the Send Mail dialog box, which allows you to send internal system mail to other OnBase users Opens the Add Note dialog box, which allows you to create a note. Opens the Text Search dialog window Toggles the Overlay on and off if an overlay is declared for the document type Displays the previous page of a multi-page document Displays the next page of a multi-page document Magnifies the view of an image document (Zoom In) Displays the image document at a decreased size (Zoom Out) Resizes the window to fit the width of an image document Resizes and image document to fit the width of the window Rotates and image document 90 degrees to the left Rotates an image document 90 degrees to the right Turns the thumbnail view for image documents on and off Arranges all open document windows horizontally on the screen Arranges all open document windows vertically on the screen Closes all windows PROFORMANCE Updated: 11/21/2017

16 Custom Queries Custom Queries are pre-defined sets of search criteria that allow you to quickly access frequently retrieved documents. Custom queries allow you to configure and execute pre-defined, task-specific searches across document types. To access available custom queries in the OnBase Client module, select File Open Custom Query. The Select Custom Query window appears. Click on the custom query from the left window pane to open the query dialog box. In most cases, the custom query includes a set of instructions, which are displayed at the top of the Custom Query window. Follow these instructions and enter the specified document information for your search. Click Find. Sorting Columns in Custom Query Results Note: In order for the Custom Query s columns to be sortable, the option must be configured in the Configuration module. Please contact you re OnBase administrator if you are unable to sort columns. 1. Select File Open Custom Query from the menu bar. The Custom Query window is displayed. 2. Select the desired custom query and enter the search criteria. Click the search button. The document list for the query you have chosen appears. 3. Click on the column header you want to sort. For example, by clicking on the Loan Number column header above, the queries are sorted by Loan Number in ascending order PROFORMANCE Updated: 11/21/2017

17 Importing a Document Whenever you receive a document in electronic form, OnBase provides an easy way to import that document into the system. No need to print then scan the document. Below are detailed instructions for importing a document. This example is for a PDF (Adobe portable document format) file. You can import many other document types as well as MS Word, Excel, plain text and graphics formats. There are two ways to initiate the import process: 1. Drag and Drop 2. Via the OnBase menu options NOTE: Care must be taken as to what kinds of documents you import. Each user who will be retrieving these documents must have a compatible viewing application loaded on their workstation that can bring the document up on the screen. Drag-and-Drop Functionality The Client program is not designed to import large quantities of documents during a single import. There are other solutions for mass imports of documents. 1. Shrink the OnBase Client window so you can see the file you want to import on your Desktop, as shown below: PROFORMANCE Updated: 11/21/2017

18 2. Select the file you want to import on your Desktop or in Explore and drag it on to the gray area of the OnBase Desktop. The Import Document dialog box is displayed, as shown below: 3. Select the document type from the Document Type field. Once you select the document type, the associated keyword types will be displayed. 4. Select the file type from the File Type field. 5. Select the Document Date if the default date is incorrect. 6. Type in any keywords you want to associate with the document. If a primary keyword (Loan # in this case) is filled in and an autofill keyword set is defined, when you hit the TAB key the rest of the keywords will auto fill. If an autofill keyword set is not defined for the selected document type, you will need to enter each keyword manually. 7. At this point you may click on Import and your document will be brought into OnBase for anyone to retrieve. One additional option you may want to use is the Delete File After Import box. If you check this box, OnBase will remove the file after importing it into the system. This provides an automatic way to clean up. This is especially helpful if the import location is merely a temporary place designated for importing. In other words the original document still exists somewhere else. After clicking on Import the document will be brought into OnBase and you will be returned to the original screen you were displaying PROFORMANCE Updated: 11/21/2017

19 Menu Functionality 1. From the main screen, select FILE then select IMPORT. The following screen will be displayed: 2. Click on Browse to navigate to and select the document: 3. Highlight the document you want to import and choose Open. This will bring you back to the Import Document dialog. Refer to steps 3 through 7 in the Drag-and-Drop Functionality section above to complete the import document process PROFORMANCE Updated: 11/21/2017

20 Scanning Documents Scanning documents from the OnBase Client can be quite simple if the scan queues and scan formats are set up properly. Scanning can accommodate any number of paper sizes. Contact you OnBase system administrator if you have scanning issues. Before scanning documents: 1. The scanner must be powered on before the scanning workstation. 2. Prep the documents by removing any staples and folding in the paper. If you are using barcode sheets to help index the documents, insert the appropriate barcode sheets in the correct locations. 3. The workstation you will be scanning on must be registered for scanning. To scan documents: 1. Turn on the scanner and let it power up completely. 2. Turn on the OnBase workstation. 3. Start and log into the OnBase Client application. 4. Select PROCESSING, then select Scan/Index from the menus. You will be presented with the Document Imaging window with the Scan Queues listed. 5. Double click on the Scan Queue to which you need to scan the documents into. Once this is done, the Scan Format, Scan Mode and Document Date fields are available to be modified as needed. No Index Pre-Index Full Index No indexing of the document will be done during the scanning process including the document type. Allows you to pre-index documents as they are scanned. This includes the document type and any keywords. Barcodes can be read at this time. The document can be fully indexed allowing it to bypass the Awaiting Index queue and be directly committed without user intervention PROFORMANCE Updated: 11/21/2017

21 6. If you have not already done so, place the documents in the scanners hopper. 7. In the white space area on the right side of the window, right mouse click to access the scanning menu. 8. Click the Scan menu option 9. You will be prompted to enter a name for this scanning batch. A default will be supplied, but can be changed at this time. Click OK when you are satisfied with the name. 10. Scanning of documents will begin at this time The scanner will now feed all of the pages in the ADF (Auto Document Feeder) tray through the scanner (or if you are using the flatbed that document will be scanned) and display the images on the screen. After all of the documents have been scanned, the system will prompt you with the following option box. These buttons react differently depending upon how the Scan Format is configured. If the scan format is configured for Multiple Documents, 1 page each, regardless of whether you click on Scan More Pages or New Document, a new document will be scanned from the scanner PROFORMANCE Updated: 11/21/2017

22 If the scan format is configured for Single Document, if you click on Scan More Pages it will append the pages you scan to the document that just finished scanning. If you click New Document, it will start a new document with the next page that the scanner scans. The Discard Pages button throws away all of the pages that have been scanned since the last time you clicked on the Scan button, or right clicked and chose Scan. If you started a new batch, it discards the entire batch. If you were appending to an existing batch, it only discards the additional pages. The Done button stops the scanning process. Depending upon which Scan Mode you chose, either the batch will appear in Awaiting Index or the Awaiting Commit queue If you choose Full Index, you can skip to the Committing Documents Section. After clicking Done, you are ready to Index these documents. The number in brackets behind the queue name represents the number of batches in that queue. Indexing A Scanned Batch The instructions below are if you scanned with Scan Mode of No Index. If you selected Pre-Index, some of the steps below will already be done. If you selected Full Index, all of these steps will have been completed and you can skip to the Committing Documents section of this document. If you click on the Awaiting Index queue and look in the right hand pane of the window, you will notice the batch that you just finished scanning. 1. Highlight the batch (by clicking on it once) then right click and choose Index Documents, you will begin the indexing process PROFORMANCE Updated: 11/21/2017

23 2. The first document in the batch will display in the right hand window. You will now be able to select a document type from the Document Type drop down list. After selecting a Document Type you will see the keywords associated with this document. 3. Verify document contains the correct number of pages either by using thumbnails or the text at the bottom left of the image window. 4. Fill in the index information (tab between fields) 5. After entering the index information, click on the Index Button PROFORMANCE Updated: 11/21/2017

24 The next document in the batch will automatically display. If the document that is displayed is part of the document that was just indexed, you can click on the Append button, and the visible page and all additional pages that are part of this document which are being viewed will be added to the end of the document that you just clicked INDEX on. If this is truly a separate document, you can change the document type as well as entering new keyword information. After you index all of the documents in the batch, it will move to the Awaiting Commit queue. When you highlight the batch in the right hand window of the Awaiting Commit queue, you can double-click the batch and verify that all of the document s names appear as you would expect. You can then spot check after the indexing is complete that the document information entered is available. If for whatever reason you feel as though you want to throw away the documents in the batch, you can choose Purge Selected from the right mouse click menu. Indexing Toolbar The Index button marks the document as indexed and assigns the keywords you have entered. The Append button adds the currently visible page as additional pages to the last document that was indexed. The Clear Keys button clears all of the keyword values entered for the document shown. The Scan button initiates the scanning process so that more pages can be scanned in. The double-left arrow moves to the first un-indexed document in the batch The single left arrow moves to the document immediately preceding the current document that is un-indexed. The single right arrow moves to the document immediately following the current document that is un-indexed. The double right arrow moves to the last un-indexed document in the batch The triple page with the red page in the middle and the right arrow deletes the currently visible page from the scanned document. The trash can deletes the currently visible document (all pages). The page with a green arrow and bar to the right skips indexing the current document. The white page with the star and folded corner is used to separate a document into multiple documents. This ONLY works on multiple page documents, and you need to be on the page which you want to be the starting page of the new document. ALL pages that are part of this PROFORMANCE Updated: 11/21/2017

25 document following the page you execute this command from will be placed as a single document at the end of the batch. The page with a bar across the top and bottom is for Image Segment Achiving. The Stop Sign allows you to stop indexing the batch. This leaves the batch in the Index in Progress queue. Committing Documents Committing documents is the process of having completed the indexing and quality assuance check and making the documents available as completed to all users who have access to those documents and document types. 1. Click on the Awaiting Commit queue. 2. On the right-side window, select the batch you would like to commit by clicking once on the item in the listing. 3. Right click and select Commit Selected. The batch will be moved to the Committed queue. Batches listed in the Committed queue will always remain there. If a user purges the batch from the committed queue, the documents are forever lost in OnBase and cannot be restored PROFORMANCE Updated: 11/21/2017

26 Indexing Documents Documents are indexed when they are brought into the system. This can be during the scanning process, when a document is imported into the system, during the COLD process or during the Document Import Processor process. Please refer to each of these sections on how to index documents for the method which the document entered the system. There are two methods to change the keywords of a previously indexed document. Re-Index Document Re-indexing a document will allow you to change any of the assigned keywords and allow you to change the document type. 1. Select the document you want to re-index from Document Search Results list. 2. Select File Re-Index from the menu bar. The Re-Index Document dialog box is displayed, as shown below. 3. You may change the Document Type, File Type, Document Date or any of the keywords. Modify Keywords Modify keywords does not allow you to change the document type, but will allow you to change keywords. 1. Select the document you want to re-index from Document Search Results list. 2. Right click and select Modify Keywords PROFORMANCE Updated: 11/21/2017

27 COLD Processing Each day, the COLD reports data from the host(s) must be processed into OnBase. First, follow the procedures necessary to copy the host data into the appropriate subdirectories to setup for COLD processing. The location of this data will vary from location to location. This is the same location identified in the COLD process configuration. After data has been downloaded, login to the OnBase client on the designated COLD processing workstation. The login ID must have rights to the COLD module (manager or equivalent). From the Client menu, select "Processing" and "COLD". The following should be displayed (COLD Queue window). The processes displayed will be those configured for your system. Left click to highlight the process you wish to execute, then right click and select "COLD Processor" to display the Process window as follows: PROFORMANCE Updated: 11/21/2017

28 Type the proper date under which you wish to store the process data and select "Process". The time it takes to process depends on the volume of data. A status bar will appear showing the progress of the process. When the process is completed, you will be returned to the COLD Process screen. Click the "Exit" button to close the Process dialog box. Process Verification After the process has completed, click on the "Awaiting Commit" queue to display any uncommitted batches. Left click to highlight the batch you wish to verify, then right click and select "View Unidentified Items". If there were any reports which the process could not identify, they will be listed here. If all reports were identified, then the message "No Documents Found" will be displayed. If there are any unidentified items, double click on each item and view it to determine if this is a good report. If it is, refer to the notes on how to store new reports. Next, with the batch still highlighted, right click and select "View Verification Report" from the menu options. This will display a report on the COLD Process for this batch. It will first list each file that was processed and whether or not there were any unidentified items in that file. At the bottom of the report, a list of all reports defined for the process will be listed showing the number of occurrences and pages for each document type. If no occurrences of a particular report type were found, asterisks will be printed next to it. These items should be given special attention to determine if all the reports were correctly received from the host. Batch Committing After the batch has been checked for unidentified items and the Verification Report has been reviewed, you may commit the batch. With the batch still highlighted, right click and select "Commit Selected". You will be prompted "Are You Sure?". If you are certain you wish to commit this batch, select "Yes". The batch will be committed and moved from the Awaiting Commit queue to the Committed queue PROFORMANCE Updated: 11/21/2017

29 Repeat all of the COLD Processing steps for each separate COLD Process you need to execute PROFORMANCE Updated: 11/21/2017

30 Using a Published CD Insert the CD into the CDROM drive. If AutoRun is enabled, it will detect whether or not the CD has been run on this workstation, and if not will start the installation process. Refer to Installation Instructions. If you do not use AutoRun, Go to START, RUN, and type (CD Drive Letter):\SETUP.EXE For Example: D:\SETUP.EXE If the CD has already been setup on this workstation, the Client should automatically launch and log in. It should open to a screen which looks like the following: In the Document Retrieval Window you have the Document Type Groups listed in the left hand column and the Document Types listed in the right hand column. There is also a section in the lower left for a date range. If the date range is left blank, all available dates will be searched. If you select a Document Type Group in the left hand pane, it will narrow the number of documents listed in the right hand pane. You must highlight at least one document type in the right hand pane. When you click on Find, it will search for all documents which are part of that document type and return the search results in another window. If you double-click on one of these results you will see the document. For the Reports CDs, they are labeled with the dates of the data which is contained on them. You must have the CD with the data which you want to see in order to retrieve any data. Otherwise you will get a No Documents Found dialog box. On the Statements and Notices CD it operates in much the same way as the reports CD, except that for Statements there are two keywords which can be used in conjunction with the date range to narrow your search. You can use customer name and account number PROFORMANCE Updated: 11/21/2017

31 User Options Configuration Setting Users have a variety of settings that can be made to make using OnBase simpler. Described below are just a few of those settings that can be changed on a user by user basis. Select User User Options from the menu bar. The User Options window opens with the General tab displayed. General Tab Verify Exit Notification The Verify Exit option prompts users for confirmation upon exit of the OnBase Client program. When the box is checked you will be prompted for verification to exit the OnBase Client program. When the box is unchecked, you will not be prompted to verify exiting of the program PROFORMANCE Updated: 11/21/2017

32 Configuring Keyword Select Lists Keyword Select Lists display keyword type fields as a drop-down list containing the values of all currently entered keyword values. Keyword types must be configured in the Configuration module to enable this functionality. Select the Keyword Select List option to add the Keyword drop-down arrow and list next to the keyword value (for those keyword type fields that have values currently entered), as shown below: PROFORMANCE Updated: 11/21/2017

33 Configuring Keyword Operators Keyword Operators add a drop-down list of advanced keyword value operators such as =, >, <, etc. to the left of a keyword type field. It also adds a button to the right of the keyword field where you can choose from the AND and OR logical operators. Click on the operator buttons to the left and select help from the dropdown to get a complete list of functionality. Select the Keyword Operators option to add a drop-down list of advanced keyword value operators (such as =, >, <, etc. and a button to the right of the keyword field where you can choose from the AND and OR logical operators to the left of a keyword type field), as shown below: PROFORMANCE Updated: 11/21/2017

34 Startup Tab This tab will define which windows and features the OnBase Client will have displayed and which features will be available as an icon when the OnBase Client opens PROFORMANCE Updated: 11/21/2017

35 Document Tab Configuring Text Display Green Bar - Reports will be displayed by default with a green bar overlay similar to how they would have printed from a Mainframe system. Configuring the Thumbnail View Thumbnails are miniature versions of each page in an Image document. Thumbnails allow you to view multiple pages at the same time, allowing you to more easily navigate, arrange, and delete pages from multipage documents. For example, you can click on a thumbnail to move to that page, or right-click and drag on a thumbnail to reposition a page within a document. In the Image Thumbnail frame, select the desired thumbnail options. Thumbnail Option Show Thumbnails Horizontal Vertical Height Width Description When the Show Thumbnails option is selected, thumbnails are displayed when image documents are viewed in the Client module. Positions thumbnails horizontally, below the image. Positions thumbnails vertically, to the right of the image. Determines thumbnail height, measured in pixels. Determines the thumbnail width, measured in pixels PROFORMANCE Updated: 11/21/2017

36 Retrieval Default Date Tab If you specify a date range in the Default Date dialog box, the specified range appears automatically in the Client dialogs date fields. EXAMPLE: A user frequently retrieves documents from the current month. By configuring the default date range to be Current Month in the Date Range Options frame of the Default Date dialog box, the date fields of the Document Retrieval dialog box are populated by default with the first and last day of the current month. This limits the retrieved documents to those documents with document dates from the current month. On the Default Date tab, select the options you want. Single Date Option Description Date Range Option Description None Last Weekday No default date is used. The previous business day is used as a default. Friday is considered the last day of the week. Last Month Current Month The date range of the prior month is used as the default date range. The date range of the current month is used as the default date range. Last Business Day The previous business day is used as a default. Saturday is considered the last Current Week Month to Date The date range of the current week is used as the default date range. The date range extends from the first day of the PROFORMANCE Updated: 11/21/2017

37 business day of the week. current month to the current date. Yesterday Yesterday s date is used as the default date. Year to Date The date range extends from the first day of the year to the current date. Today First of the Month Last of the Month Specific Day Today s date is used as the default date. First day of the current month is used as the default date. Last day of the previous month is used as the default date. The specified day is used as the default date. Last Days Last Weeks Last Months The date range is determined by the number of days specified. The date range is determined by the number of weeks specified. The date range is determined by the number of months specified. Note: If a User Options setting conflicts with a setting in the Configuration module, the setting in the Configuration module will take precedence. Document Storage Default Date 37

38 This will be the default date applied to the Document Date when a document is imported, scanned or COLD processed into the system. 38

39 Toolbar Options The Text Search and Annotation toolbars give users access to text search and annotation functions from toolbars as opposed to right-click options. To Display the Text Search Toolbar and Annotation Toolbar: 1. Right-click anywhere on the OnBase desktop. A menu appears, as shown below: Toolbar Options 2. To display the Text Search toolbar, select Text Search Toolbar option. To display the Annotation toolbar, select Annotation Toolbar. 39

40 Using Envelopes An Envelope is like an inbox or filing tray. You can place whatever documents you want into the envelope, regardless of whether they have anything in common. When an envelope is opened, it displays a list of documents that have been placed in it. Envelopes provide you with a personal "filing system" to group documents together for easy access. Only the person who creates an envelope can view that envelope. Since the envelope is simply an alternate way to retrieve documents, the documents remain accessible through the standard retrieval methods such as the Document Retrieval dialog box and custom queries. Put today s work in some envelopes to work on them later, or send it to someone else to work on. A user can create as many envelopes as you need. To Create an Envelope: 1. Select User Envelopes New Envelope from the menu bar. The New Envelope dialog box is displayed, as shown below: 2. Type the name of the envelope and click the Create button. The envelope you created appears, as shown below: 3. To add documents to the envelope, right-click on the document you want and drag it on to the envelope you created. 4. When you are finished adding documents, close the envelope. To Access an Envelope: 40

41 1. Select User Envelopes Open Envelope from the menu bar. The Open Envelope dialog box is displayed, as shown below: 2. Double-click on the envelope you want to open it. To Delete an Envelope: 1. Select User Envelopes Open Envelope from the menu bar. The Open Envelope dialog box is displayed, as shown below: 2. Right-click on the envelope you want to delete and select Delete Selected. The envelope is deleted. 3. When you are finished, close the Open Envelope dialog box. 41

42 Create New Document from Existing Document To Create a New Document: 1. Open the document you want. 2. Make sure the Thumbnail view is visible so you can view all pages of the document. If it is not, right-click on the document and select Thumbnail. 3. Right-click on the thumbnail view of the page of the document you want and drag it to the OnBase desktop. The Confirm dialog box is displayed, as shown below: 4. Click Yes to create a new document. The new document is stored in the same document type as the original document and a Warning dialog box is displayed. 5. Decide what to do next: If you: Want to delete the original page Do NOT want to delete the original page Then click the: Yes button No button. Note: If you are creating a document from a single-page document, you are prompted with Deleting this page will delete the entire document, continue? This will delete the original page. 42

43 Staple Documents Staples allow you to logically attach documents to each other. For example, you can staple a single customer s records together, or you can staple an invoice and its related purchase order together. To Staple Documents Together: 1. Open the document(s) you want to staple to other documents. 2. Right-click on the second document(s) and drag the document(s) onto the first document(s). Front and back staples will be created on the document(s), as shown below: Staple Icons To View the Staples: 1. Open the document that has that staple you want to view. 2. Double-click on the Staple icon. The Staple note is displayed with its associated information, as shown below: 43

44 Minimize Button 3. Double-click in the text of the Staple note message to retrieve the associated stapled document. 4. To close the Staple note, click the Minimize button. To Delete Staples: 1. Open the document that has that staple you want to delete. 2. Right-click on the Staple icon or the Staple note and select Delete Note. 44