OnBase Document History - Where is my document?

Do you ever wonder where your document is?  Whose workflow queue is it in?  There are a couple of different ways to find out.

1.  When you document retrieve it, the "hitlist" generally lists a status that tells where the document is

2.  If you right click on a document in the queue, then click Workflow, Workflow Queues

You will see a window like this:

This is most helpful when the document status is "Wait Dept" and you don't know who it's waiting for.  If it's not in a workflow queue you have access to, you may see "restricted".  In this case use option 1 or 3.

3.  From the document in question, right click History, click the 2^nd tab Workflow Queues.

Starting at the bottom you can see who created the form working your way up, you can see all of the workflow queues this document has been in, how long it was in each queue, and if there is no Exit User at the top, it is still in that queue.

For more extensive OnBase documentation, please follow this link.

Hyland Virtual Print Driver (VPD)

For Departments that scan documents into OnBase, the Hyland Virtual Print Driver can be installed to work with Unity Client.  When an email or document needs imported, just "print" the document and select Hyland Virtual Print Driver as your printer.

After clicking print, an OnBase import panel will appear.  Enter the appropriate doc type and keywords, then click Import.

 

The document has been "printed" into OnBase, and if it was associated with a workflow, that process is initiated.

VPD is not applicable for attachments on Unity Forms.  And for enhanced error checking and less typing, the preferred method for invoices is to use the Unity form called AP – Invoice Import Form.

 

VPD saves the documents as images.  Image documents can have pages appended, removed or split, and have the ability for markups.  If the document should be retained as a PDF or Word document, don't use VPD.

If you don't see the Hyland Virtual Print Driver option when you print, please call the helpdesk to have it installed, or you can install it from the link at the middle of https://www.emporia.edu/onbase.

For more extensive OnBase documentation, please follow this link.

OnBase Unity Client

OnBase Unity Client can be downloaded and installed (only when using Internet Explorer) by clicking the link at the bottom of https://www.emporia.edu/onbase, or this direct link.

Advantages of using Unity Client:

• It is open until you exit.  The session doesn't die after 25 minutes like the web client.  You won't lose your work when you are distracted by phone calls or lunch.
• It's designed like Microsoft Office with a ribbon at the top.
• If scanning documents, you can "acquire" directly from the scanner without first saving to your computer.

• You can use the Hyland Virtual Print Driver to "print" a document into OnBase.
• You can have multiple windows open at one time (Document Retrieval, Workflow, New Form…).  Click File, Open in New Window.
• Not available for Macs, but Mac users can use it via the SkyLab Employee Desktop.

For more extensive OnBase documentation, please follow this link.

Tips for Online Courses

Online courses might be something new for a lot of students on Emporia State’s campus. With all of the changes going on and the questions of how or where you are taking them, ESU wanted to provide some tips and tricks for staying proactive with your classes. Making sure you are prepared and know what you need to do to stay ahead and actively participating in online classes.

1. Hold Yourself Accountable
• Starting the semester with a course being taken in the classroom to the sudden and abrupt change to remote learning might be difficult for some. Students might have an easier time learning in a classroom environment rather than in an online course. Checking in with yourself regularly is something that is going to be beneficial. Not checking in as in asking yourself how you are doing, but rather look at your courses and see what you are needing to do. If you struggle with accountability, try to find a classmate that you can talk to about course assignments and what you both can help each other to accomplish.
2. Learning Environment
• Learning information and being taught can become a struggle if you are in an environment that might not be suitable for learning. Doing your assignments in bed or on the couch is not a positive solution to have a good learning environment. Working in bed can affect your sleeping patterns, as well as your body’s physical shape and comfort. Sitting at a desk or table without any distractions is your ideal learning environment. Go outside and find a nice spot to sit and do work while also getting fresh air and some rays.
3. Actively Be Engaged
• Engaging in the discussion for online courses and actively participating as well is what will help you more than anything! Allowing yourself to seek a better understanding within the discussion will benefit you and also your professor, letting them know that you understand what’s going on. Be more thorough in discussion posts to help yourself and others engage and learn with each other. And especially don’t be afraid to reach out or speak up if you feel as if you are falling behind. Waiting until the assignment is almost due or the middle of the night before to ask questions is not going to benefit you. Seek answers ahead of time and allow yourself time to complete your work.
4. Utilize Your Resources
• A lot of the resources on Emporia State’s campus have adjusted their hours and created virtual tutoring or assistance for students that are needing help. You may feel like you are alone in some cases when it comes to online classes. However, you have plenty of turns to go to if needed! Professors and instructors should be encouraging you to work with your peers to accomplish certain tasks.
5. Treat Classes like They’re a Job
• While sometimes it may seem like online work could be easy, you don’t want to sell yourself shorter than what you need. Professors are supplying you with the same content they would be if you were to be in a classroom setting. Creating a plan on how much you want to study, what assignments you want to accomplish, or what lectures you want to watch within a day is something that could benefit you more than you think. Creating the routine of remote learning is what could set you up for success during this time of confusion.
6. Stay Healthy
• You are working your brain hard with your courses, and you should have time to relax the same as well. Allotting yourself a minimum of 7 hours of sleep per night, eating right, and overall self-care that you can provide yourself. Stress can break down a body’s immune system and keeping yourself healthy, mentally and physically, is very important when it comes to learning habits and overall well-being.
7. Checkout
• Whenever you are going into a virtual lecture or even a recorded lecture, you may be more inclined to check out from what’s in front of you. With your computer screen being your only access to online content, it may be difficult to resist the inclination to answer that vibration. Stay present with what is going on, it is easy to lost track of time when you are scrolling through your social media. Those five minutes you are checked out could be the five minutes of information regarding that huge project that is due next week... that you haven’t started yet.
8. Take Breaks
• Staring at a computer screen can start to make your head hurt and lose interest more quickly after doing it for a long period of time. Every hour or so allow yourself to take a few minutes to take a break, stretch it out or even go for a short walk. Those few minutes you allow your brain to relax and get motivated again could make classwork and lectures much easier to follow!

Those are just a few of the tips we have for you today, there are plenty of other things you can do as well to help you during this time. Things might be stressful for the time being, but you can accomplish whatever you put your mind to. Staying strong and finishing this semester out strong to come back and be ready again in the fall! As always, if you are having issues or have questions regarding online services, please contact the IT Help Desk.

Dakota Taylor
Social Media Student Assistant
Web & Digital Strategies

Security Awareness Training Spring 2020

Though yesterday was the last day of eligibility for the prize contest, security awareness training is still required for ESU employees. To be entered in the contest, the training must have been done by the end of March.

The training began on March 2nd, and is a requirement for all ESU employees. The training is aimed at improving the general awareness about information security to protect important university information. 

I sat down with John Garafola, a member of the information security team, to answer some questions regarding the latest security awareness training. 

Tyler: "What is the purpose of security awareness training?"

John: "The purpose of the security awareness training for us here at ESU is partially compliance and partially pro-activity. Basically, what we want to do is ensure that our users have a clear idea of threats that exist within our environment."

Tyler: "What is different this year from the previous years?"

John: "This year we included the option for a pretest, which will save you about 30 minutes of test time."

Tyler: "What about the prizes?"

John: "Well this year we've got some great prizes. We have the option of a parking pass, which can save you close to $90, or a Kindle E-Reader."

Tyler: "How can employees access this training?"

John: "Employees can access the training by interacting with the emailed link that they should have received. If you didn't receive an email, please let us know. The password to access the website should have been included in that email" 

The security training must be completed by June 1st.

To watch the full interview, click here or check out our YouTube channel: Hornet TV

Questions? Contact the IT Help desk:

Call: 877-341-5555

Email: helpdesk@emporia.edu

Tyler Parker
Social Media & Marketing Student Assistant

Web & Digital Strategies

Microsoft Teams vs. Zoom - Which Should You Use?

As we move our classes online, you may wonder, "What is the difference between Teams and Zoom?"

ESU offers a plethora of resources for conferencing and communications, and today we'll be comparing two: Microsoft Teams and Zoom. Both software are great when it comes to online collaboration, but they both have their strengths and weaknesses.

Both Microsoft Teams and Zoom offer individual and group communication through messaging and video conferencing. This can come in handy when working on group projects, online instruction, presentations, or traditional face-to-face meetings.  So the question is, when does one work better than the other?

Microsoft Teams:

• Quick Messaging
• File Sharing
• Push-Notification Instant Messaging
• Text-Based Group chats

Zoom:

• Massive Video-Calling
• Online Classroom
• Phone Dial-In Service
• Screen Casting
• Screen Recording

Both services offer a mobile app as well, which works best with iPhones.

Looking to download Zoom? Click here.

Looking to download Microsoft Teams? Click here.

For more information, watch episode 12 of IT Only Takes a Minute where we discuss these further in depth.

Questions? Contact the IT Help Desk and we'll be happy to help you out!

Call: 877-341-5555

Email: helpdesk@emporia.edu

Tyler Parker
Social Media & Marketing Student Assistant

Web & Digital Strategies

Video Conferencing Etiquette

You might encounter several video conferences over the next few weeks of ESU's online education. Some may be well experienced in this are, while other may be completely new to the idea of a video conference. It is important to know how to behave in a virtual classroom so you and your classmates get the most out of the experience.

1. Wear Work-Appropriate Clothing - Follow your organization’s rules and dress appropriately. Be smart when it comes to dressing up, because you are a representation of your organization.
2. Ensure Your Technology Works Correctly - Check the devices you want to use for the conference. Make sure everything works and you have a stable network connection. 
3. Use the Proper Software and Hardware - Make sure you have every software used for conference calls. You want to be prepared and have everything you need before you take or make a call. 
4. Be on Time - Your responsibility is to be on time. Being on time is always important and makes you look good inside and outside of your organization. 
5. Have the Right Light -  Lighting is very important. Make sure the room has a lot of light and people can see everything you use during the conference. 
6. Mute Yourself When Not Speaking - Even though you might not be speaking, your microphone can still pick up minor background noises. Background noises might often distract your peers. Make sure you follow proper etiquette and limit the amount of noises.  
7. Limit Your Distractions - Don’t get distracted. Distraction is your biggest enemy. Conference calls are important, and you always need to be focused. 
8. Engage - Participate as much as possible. Your opinion matters and your peers will appreciate you sharing it with them. 
9. Pay Attention - Paying attention is the key. Try not to miss information, because you will most likely miss something important and won’t have anyone to ask at home. 

These are 9 essential tips when it comes to video conference etiquette. If sought through, you're sure to get the best experience out of your online classroom!

For an instructional video detailing these tips, check out our YouTube video.

Tyler Parker
Social Media & Marketing Student Assistant

Web & Digital Strategies

Tips For Online Collaboration

Are you all ready for all of your classes to be transitioned to an online setting? Hopefully your years of exposure to technology has you feeling confident, but if not, no need to worry! The Information Technology department at ESU has been putting together resources to simplify this situation as much as possible. Follow this link to the 'Learn Anywhere' site to view all of the resources that we have gathered for you.

While the 'Learn Anywhere' site has a lot of information, I personally wanted to give you some opinions on how to best collaborate with fellow students on group assignments or projects. Two of my favorite options are...

• Google Meet
• This is one of the most popular video communication tools used in the world. It integrates with your Student G Suite account, making it easy to search and invite classmates to your call. It also allows users to dial-in to the call with their personal phone! This makes it one of the most accessible platforms to use for collaboration.
• Zoom
• A world-wide favorite, Zoom is used for video conferencing and meetings. During this situation, Zoom has allowed all users to have unlimited time usage for their calls. This means that you are no longer limited by the 40 minute 'lite version'. This ensures that you and your classmates can collaborate for as long as it takes to finish the assignment!

Most importantly... Communicate!

Communicate with your classmates and figure out what works best for you all! This is an excellent opportunity to learn different methods of collaborating virtually. Make the best of the situation!

If you still having any questions or concerns, please visit the ESU Coronavirus Information page.

Sam Derksen
Web Developer
Web and Digital Strategies

IT Only Takes a Minute Returns

IT Only Takes A Minute is Back

IT Only Takes A Minute is back and we're better than ever. IT Only Takes A Minute is your update on all things related to ESU IT. The latest episode focuses on the guidelines for HornetTV, cyber security awareness, and the success of Hornet365.

You're probably more aware of HornetTV than you know. HornetTV's are located all across campus; from HPER to Plumb Hall, from the Science Hall to the Sauder Alumni Center. There's even HornetTVs in the Newman Medical Center. Hornet TV is the digital pulse of Emporia State University, displaying a 24/7 live stream of the latest news, events, video content and more, all tailored to the ESU community. If you happen to miss some of the content, you can always watch it online at Hornet365.com or the 'ESU IT Video' channel on YouTube.

Have an event or opportunity coming up that relates to ESU? Both students and faculty can submit digital posters online at Hornet365.com to be displayed on HornetTV.

Before making a post, it’s important to make sure that you’re familiar with the Hornet TV guidelines.

• Digital posters must be submitted in a 16:9 aspect ratio
• Digital posters must be in an image format (.PNG, .JPG, or .TIF)
• Digital posters must be related to an ESU sponsored event, activity, or campus life

For a full list of guidelines, click here, or scroll to the bottom of the Hornet365 homepage and click the link under Hornet TV called ‘guidelines’.

On January 28th, the ESU information security team tabled in Memorial Union, handing out goodies and information on how to stay protected online. ESU faculty and students can learn more about how to protect themselves and others by becoming a Cyber Security Ambassador. The information security team has been avidly recruiting to find the next ambassador. 

Think it could be you? Find out more information on what it takes in our past blog post.

Last, but not least. Hornet365 reached 1,000,000 unique page views in under one year. That's a wildly successful year, and we couldn't have done it without all of you. The portal is at the heart of all things digital for our current faculty, staff, students and visitors.

We're always working to add more content and improve your experience.  If you have suggestions, use the feedback button at the bottom of hornet365.com.

Tyler Parker
Social Media & Marketing Student Assistant

Web & Digital Strategies

Microsoft Excel Tips & Tricks

Microsoft Office: Excel is an extensive program that can be incredibly helpful when working with tables, spreadsheets, and graphs. It can be a difficult program to learn, as its' functions and capabilities are so vast that new users can quickly become overwhelmed. Here are a few tips and tricks we use in the IT department that can hopefully make life easier for you.

Input The Same Data Into Multiple Cells

If you ever need to input the same thing into more cells than one, there's a simple solution to do it all at once; that way you don't waste time retyping the same thing over and over.

Hold Ctrl while you click on all the desired cells and then type your information into the last selected cell.

After typing your information, hit Ctrl+Enter to automatically place the same information into all selected cells.

Wrap Your Text To Fit The Cell

Have you ever tried to type something in Excel, and for some reason it wants to extend past the cell? There's a simple fix to that as well: Wrapping your text.

Click the cell you wish to use, and type your information into it as normal.

After that's done, click Wrap Text at the top of your screen to fit your text into the cell. (Hint: You may have to adjust the size of the cell to fit lengthy words by dragging the edge to the right.)

Autofill Your Cells

Sometimes you'll find yourself inputting repetitive data such as names, dates, or other numerical information. Excel can detect patterns and fill in the rest of your column, granted the pattern is correct.

After typing in 2-3 cells of your column, Excel should be able to take it from there. Move your cursor over the bottom right corner of the selected cell and it should turn into a black "+"

Click and drag down the desired amount of cells, and Excel will autofill the rest of the cells with data that fits the pattern detected.

Keyboard Shortcuts

Similar to our Microsoft Word blog post, Microsoft Excel has a plethora of keyboard shortcuts that can save you time and effort when using the program. Here's a few that we find useful in our day-to-day excel tasks.

Tyler Parker
Social Media & Marketing Student Assistant
Web & Digital Strategies

SkyPrint PLUS - Copy, Scan and Print

We've got all New SkyPrint PLUS Stations throughout campus. 

You can now use the same printer for both your Black/White and Color printing needs. 

Need to copy documents? You now can from the same station! 

To make it even better, you can now scan documents and send it to your Email, OneDrive or Google Drive, all from the same SkyPrint Plus Station!


To sign into your account, use the built-in keyboard on the printers. 

OR 

If you're ready to 'tap and go', set up fast login and start using your Hornet Card for a quick, easy and secure way to login into SkyPrint.

Rest assured, the quality of prints are now twice as good.

If you're having troubles, be sure to read the instruction manuals attached to the printer.

Find more info, including all of our SkyPrint locations from Hornet 365's TechSite. 

Saandhyarag Sasidhar

Student Operations Manager

Web and Digital Strategies

A New Way to Experience Campus

Building Maps & Locations

Since this summer, we have been mapping out buildings on campus to further provide directions for students, faculty, staff and visitors. You can find them right now on Hornet 365 —Virtual Campus Explorer.

On Virtual Campus Explorer, you can select Buildings and Locations from the drop down. This will display a list of all the buildings on campus.

These maps have numbered rooms, and are color coded which indicates what type of room it is. This makes it much easier for you to find the room(s) that you are looking for.

Also, you can find these maps that we have created on our interactive digital signs called Hornet TV. They all provide the campus map, parking maps, and the map of every floor in which the digital sign is stationed in.

Kaleb Barber

Student Web Developer

Web and Digital Strategies