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.