This is a demonstration of the OnBase Unity Client. For this demonstration we will be using OnBase Foundation EP1. I am also going to log in with the manager account. The manager account does have access to everything in OnBase, so this will vary depending on your users. Let’s go ahead and get logged in.
Once you’re logged in to the OnBase Unity Client, you are directed to your home screen. You are able to change what your home screen looks like and we will go over that later on. Along the top here, we have different options, file, home, help desk, briefcase. These options will change depending on your OnBase version, your modules and the licenses you have as well as your security. In our ribbon up here we do have different options, which will also change based on your user security, your licensing and your modules.
The first thing I would like to do is create a new form. I went up here to the ribbon and I selected forms. From there, on the left-hand side I can see any form that I have access to to be able to create. For this demonstration, we have provided the type of form next to the name of form, so we have an HR interview guide which has an [inaudible 00:01:23] form, and then we have an HR time off request, which is a unity form. I’m going to go ahead and redo a request for materials form. I can select on the item here on the left and then it’s going to ask me for the following information. Notice I am just keying everything in.
On the requested delivery, I am able to populate a calendar for people to select their date. Along the side, I can select add, and then I can either enter in the item I’m requesting, item name of chalkboard. Do people even use those anymore? I only want one. Nobody uses them, so they’re only $20. I have a dropdown for vendors, so this is an office supply warehouse vendor. Now you’ll notice my total over here is $20 and my grand total down here is also $20. I’m going to go ahead and add another item. The second item I’m going to order is chalk to be able to write on our chalkboards. I would actually like five of these pieces of chalk. They are $2 each. They are also coming from the vendor of Office Supply Warehouse and you’ll notice my total for the chalk, five times two is 10. That automatically updated for me and I cannot click in here and change anything in this field.
Also, now I have a chalkboard for $20 and five pieces of chalk for $10, and my grand total is $30. I can click here. If I would like to sign this form. Typically, I would recommend doing this with a signature pad attached to your computer. I’m going to go ahead and apply this signature, and I’m going to hit submit. I do not want to create a new form, so I will select no. Forms are very useful, obviously, to replace a paper form with electronic form, and then these can be routed in OnBase and stored and retrieved at any time.
Now that I’ve shown you how to submit an electronic form, let’s go ahead and look at how to import a new document. I’m going to go to the import green arrow right here. Off to the left-hand side, I’m going to go ahead and narrow down the type of documents I want to be able to select from by selecting a document type group. A lot of organizations will set up a document type group more so by a department than anything else, so you’ll notice in here we have accounts payable, accounts receivable, human resources, information services and things like that. I’m going to go ahead and select accounts payable. Then I can select my document type. I’m going to go ahead and import a AP, so accounts payable packing slip.
Now I have two options up here at the top. I can browse to a location on my desktop to go ahead and find a file, or I can use a device that’s attached to my computer such as a scanner or camera to upload the file. For today, I’m going to select browse. I already have something selected here in my pictures. I’ll go ahead and open that. Let’s pretend this is an AP packing slip, and then I can provide the metadata for this packing slip. For example, these keywords, I would say I have a PO number 123, a vendor number of 951, a vendor name of Hyland and my invoice number is going to be 426.
If I no longer wanted to upload this document, maybe I realized I did it earlier today or just don’t want to do it anymore, I do have a cancel option up here. If I was uploading multiple pages, I could go ahead and remove all my selected pages that I have one page, five pages, or I could select to remove all pages. I, of course, can rotate the document left or right, but everything looks good, so I’m going to go ahead and select import. Once a document has been uploaded successfully into the system, you will see this window appear. This gives you additional information to see on your document.
Now if I select keywords, off to my right-hand side I will see those same keywords I just typed in on these documents and we have other features as well such as cross-reference. If I had something else set up in the system, maybe an invoice, I could go ahead and use this packing slip to cross-reference the invoice that has the same metadata on it. Now that I’m done uploading, I can go ahead and hit cancel. However, I don’t have anything in here, so I’m just going to go ahead and hit home. I’m back to my ribbon up here at the top. Let’s go ahead now and retrieve that document I just scanned through document retrieval.
I’m going to hit our magnifying retrieval. Again, I want to sort by my department, so I’m going to go ahead and hit the document type group and select accounts payable. I’m going to find my AP packing slip. I know that I imported this document today, so I’m going to do a date range of today and select find. Most systems will require that you do enter either a date, or keyword or sometimes both so that way you’re not retrieving a bunch of documents all at once. Here’s my document that we just imported in. If I did not know what day it was on, maybe I didn’t even know the PO number or the vendor number, I didn’t know any information, but I thought maybe it was like the PO number was 12, and I can’t remember the last digit. I can go ahead and hit 12, and then use the wild card, do a find and it would find any packing slips that have a PO number of 12.
In addition to using the import option to put documents in OnBase, we can also use batch scanning. I’m going to go ahead and select our batch scanning option. Again, this is visible to me because I have a license and the security to use it. I can select any of our scan queues here off to the side. A scan queu