Introduction to eForms and Workflow In OnBase

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Introduction to eForms and Workflow In OnBase

• For the Finance Center User
• February 2015

2
Starting OnBase
The Unity OnBase is secured through the use of
the VPN. This is to ensure that sensitive and
confidential data cannot be compromised. Before
starting an OnBase session you will need to start
the VPN client by going to https//webgateway.dart
mouth.edu/ . If you fail to start the VPN the
client will not connect. This functionality will
be in place in March, 2015.

• There are Two ways to get into OnBase
• Launch the OnBase Client from the Toolbar
• OR
• Use Outlook

When you open OnBase you get this window. Select
Workflow
This takes you into the queues where you will do
your work
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Make This Change!

• To prevent OnBase from always starting on the
  first request in a queue and locking it for use
  by other users, please make the following change
  to your OnBase set up
• Start with the OnBase icon (in the upper
  left of the form)
• Open User Options
• Select Workflow
• Uncheck the box Automatically select first item
  in the inbox

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The Queues

• Pending Submission Requestor started a request
  but didnt finish
• Pending Approval Request has been sent to
  Approver and is waiting to be approved or denied
• Received Request has been sent to Finance
  Center but is not yet assigned to anyone to work
  on
• In Process Request has been assigned within the
  Finance Center
• Hold Finance Center puts Request on hold while
  waiting for some event
• Buttons in the ribbon above the form move
  Requests between queues in the Finance Centers

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Filtering Queues
Filter Queues by using the filters at the top of
a column. To only see Departments with the word
Resources in the title use the drop down to
select Contains and then in the open box type
in the word. The filter will work in each queue
and should persist between sessions.
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The Process

• Review the Received Queue
• Assign work to someone Yourself, another Finance
  Center
• Work in the In Process Queue
• Return to Requestor You need them to correct or
  complete
• Assign to Another User Send request to someone
  else in your FC to process
• Assign to Another Finance Center Wrong place
  send over the fence
• Assign an Approver the request needed one or
  more approvers add and route
• Minor Correction edit the form, make the
  correction and save the new version
• Review and Complete it is all good use the
  information to complete work in another system
  Mark Complete

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Who is Working the Request

• Start in the Received Queue.
• When you click on a request it will open in the
  bottom window. Use the scroll bar on the right to
  review the document.
• The first action you take determines who will
  work on the document. Use the buttons at the top
  of the queue to
• Assign it to yourself to work on
• Assign it to another person in your Finance
  Center
• Assign it to another Finance Center
• Route it to an Approver
• Cancel the Request (used very infrequently)

When you Assign to Another User or Assign to
Other Finance Center you will be presented with a
drop down. Select a name and click Submit
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Working on a Request
After you Assign to Me the first thing you need
to do is assign an Area. Area is used in metric
reporting or to assist in searching. Discuss with
your Operations Manager how Area will be used in
your Finance Center. From the In Process queue,
click on the request you wish to work on and
then click the Assign Area button in the top
ribbon. You will be presented with a drop down
list. Select the appropriate Area and click
Submit.
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Return to Requestor

• If the request is incorrect or incomplete and
  needs to go back to the requestor the form needs
  to be edited and a comment added before
  returning.
• From the Request Queue Assign to Me. The form
  will now be in the In Process Queue. Remember
  to Add Area.
• Double click anywhere on the form to put it in
  Edit mode.
• Use Comments and Not Finance Center Comments to
  tell the requestor what to fix
• Click Save Updates at the
• bottom of the form
• Click Route Back to Requestor

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Adding an Approver

• If the request needs an Approver or Additional
  Approver the form needs to be edited and the
  approver assigned.
• Double click anywhere on the form to put it in
  Edit mode.
• Go to the Approver section at the bottom of the
  form and add the needed Approver or Approvers
• Click Save Updates at the bottom of the form
• Click Route to other Approver

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Attachments

• Review To review Attachments to a Request have
  your cursor on the request in the queue.
• Find the tab that says Related Items and Click.
• The related documents display in the window.
  Double Click to open.
• Add A document can be added to a request after
  it is received by following these steps
• Save the document to your computer
• Open the appropriate Request
• Click the Import Related Document button

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Completing the Request

• Once the information on the Request is complete
  and all appropriate approvals have been received,
  enter the request in Oracle eProcurement.
• Once the Oracle requisition number is received,
  go back to OnBase and enter it.
• From the In Process queue find the request,
  double click to edit and then enter the
  Requisition number. If you wish you may also
  enter Purchase Order number and if you have it
  the Invoice number.
• Click Save Updates at the bottom of the form
• While still highlighting the form in the queue
  click the Complete button on the top ribbon.

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Combining Queues

• You may find it easier to work with the Received
  and In Process Queues together

In the Life Cycles Window Click on Combined
Inbox. You will see the pencil symbol. When the
window opens click on the arrow to open up the
selection and check the queues you want to
combine. Click OK
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Grouping Items in a Queue
To group items drag the field up into the space
above the list of fields and drop it
Now the items are grouped by Department. To
eliminate the grouping grab the group item and
drag it until you see the White X
You can group by multiple fields. For example you
could group first by Assigned To and then By
Department
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Search/Retrieval of Forms and Documents

• You can view a request or documents pertaining to
  a request by following these steps
• Make sure you are on the Home Tab of the toolbar
• Click on the Retrieval button (binoculars)

• Your screen will now look like this
• You can scroll through the list and choose the
  document type you are searching for

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Search/Retrieval of Forms and Documents contd

• Double click the document type you are searching,
  you will now have this screen. You can search
  using any or all of the fields on the page. Note
  the following, which you can change by clicking
  on the button
• equals to
• lt gt not equal to
• will match exactly
• gt greater than
• lt less than
• gt greater than or equal to
• lt less than or equal to
• You will most likely do your searches on the
  and using the wildcard. IMPORTANT The wildcard
  in Onbase is You can also use ? for a
  wildcard if you know you are only missing one
  character

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Search/Retrieval of Forms and Documents Tips
Tricks

• You can narrow down by all document types if you
  know what category the item resides in
• If you want to clear the selection and start a
  new search, click on the green arrow at the top
  of the screen

More on Wildcards will pull up any number of
missing characters Huff will pull up a
request from Heather Huff Sand will pull up a
request from Sandra Brown ? can be used if only
one character is missing H?ff will pull up a
request from Heather Huff S?nd will pull up
a request from Sandra Brown
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Search/Retrieval of Forms and Documents Tips
Tricks

• When performing a search you many see a set of
  double arrow heads. Click to expand and see the
  additional search fields.

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Uploading a Document
To add a document to a request received in Onbase
use the Import Document task on the menu bar at
the top of the page.
Highlight the document and then click Import
Document. Enter the Document Type group, Document
Type and then use the Browse button to select
the document.
Once you see the document previewed and
determined it is correct click the Upload button
at the bottom of the screen.