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ONBASE ® USER WEB-BASED TUTORIAL This tutorial enables you to learn about the OnBase ® Document Retrieval System and how to use it! HELP SEARCH DOCUMENT.

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Presentation on theme: "ONBASE ® USER WEB-BASED TUTORIAL This tutorial enables you to learn about the OnBase ® Document Retrieval System and how to use it! HELP SEARCH DOCUMENT."— Presentation transcript:

1 ONBASE ® USER WEB-BASED TUTORIAL This tutorial enables you to learn about the OnBase ® Document Retrieval System and how to use it! HELP SEARCH DOCUMENT ENVELOPES To move to the next slide in this tutorial, click the Forward button in the lower left corner OR press the ENTER key on your keyboard. JOB AIDS CONTACT US OVERVIEW Click a button to go FORWARD. 1

2 How To Navigate this Tutorial HELP SEARCH DOCUMENT ENVELOPES START JOB AIDS CONTACT US Click a button to go FORWARD or BACKWARD. When viewing this tutorial in presentation mode, these buttons allow you to jump directly to that particular topic. It will start you immediately at the beginning of that topic. Mouse over the button for a brief explanation of the contents. When viewing this tutorial in presentation mode, these buttons allow you to jump directly to that particular topic. It will start you immediately at the beginning of that topic. Mouse over the button for a brief explanation of the contents. You may view the entire tutorial by clicking these buttons, which will move you forward and backward in the tutorial. 2

3 What can OnBase ® do for you? OnBase ® enables you to find documents easily using Custom Queries or Document Retrieval with Accounting ID Numbers, Loan Numbers or Entity Name.find documents You can also print documents.print documents You will be able to create Envelopes to save documents for easy access during your research.create Envelopes You can save ONE or save MULTIPLE documents at a time to your Envelopes.save ONE save MULTIPLE Click a button to go FORWARD or BACKWARD. 3

4 Main Control Panel Click the question mark icon to access OnBase ® HELP. Click this icon to Exit OnBase ®. Click this icon to Clear ALL Search Criteria. Click this icon to clear Keywords and start over. The Document menu enables you to find documents using Custom Queries and Document Retrieval. The User menu has Envelopes for saving or organizing documents. Click the Query History icon to run a previous search. Click the binoculars icon to start your Search. Click a button to go FORWARD or BACKWARD. 4

5 Custom Queries Overview Under the Document menu you can search for documents using Custom Queries, which enable you to retrieve documents by using one or more keywords. When you are searching for documents using Custom Queries, you can use the Accounting ID Number, Loan Number, or Entity Name. Click a button to go FORWARD or BACKWARD. 5

6 Document Retrieval Overview Under the Document menu, you can search for documents using Document Retrieval, which enables you to retrieve documents by using one or more keywords. When you are searching for documents using Document Retrieval by Keyword, you can use the Date Range for the date the document was scanned, or keywords, such as Accounting ID Number, Loan Number, or Entity Name. Click a button to go FORWARD or BACKWARD. 6

7 Envelope Overview The User menu Envelope function enables you to save documents for review in one central place. Under the Envelope option, you can: Create an Envelope View your Envelopes Delete an Envelope Under the Envelope option, you can: Create an Envelope View your Envelopes Delete an Envelope Click a button to go FORWARD or BACKWARD. 7

8 Password The User menu Password function enables you to change your password at any time. Click a button to go FORWARD or BACKWARD. 8

9 Password Change Enter your current OnBase ® User password. OnBase ® will prompt you to change your password automatically every 30 days. Click a button to go FORWARD or BACKWARD. Enter your NEW password, ensuring that it meets the following requirements: MUST be six characters or longer MUST include numbers and letters Re-enter the NEW password then click the SAVE button. Enter your NEW password, ensuring that it meets the following requirements: MUST be six characters or longer MUST include numbers and letters Re-enter the NEW password then click the SAVE button. 9

10 SEARCH Getting the most out of the OnBase ® System In this section, you will learn how to Search the OnBase ® database using Custom Queries and Document Retrieval, and how to use Wildcard characters. OVERVIEW HELP DOCUMENT ENVELOPES START JOB AIDS CONTACT US Click a button to go FORWARD or BACKWARD. 10

11 Custom Queries Searches Custom Queries searches are based on using: Accounting ID Number Note: You must have the complete Accounting ID Number Loan Number or Entity Name You can also use Wildcard characters to fill in for unknown characters in the Loan Number or Entity Name field: A Question mark (?) can be used to replace a SINGLE character in the search string. For example, the search string for Loan Numbers 1234? will find all instances of Loan Numbers An Asterisk (*) can be used to replace ONE or SEVERAL characters of a search string. For example, the search string 123* will find all instances of Loan Numbers Click a button to go FORWARD or BACKWARD. 11

12 Custom Query Custom Queries have been created especially for you so that you can easily retrieve documents. At any time in the same session, you can perform the same query by clicking the Query History button and selecting the appropriate custom query from the list in the resulting Query History page. Click a button to go FORWARD or BACKWARD. 12

13 Practice Search for documents using Custom Queries: 1.Login to OnBase ®. 2.Under the Document menu, change Document Retrieval to Custom Queries. 3.Select the Custom Query Loan Search. 4.Enter for the Accounting ID Number. 5.Click the binoculars icon to search. The result of the query is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 13

14 Custom Query Result When you enter for the Custom Query, you should see a list of Learning Documents in the Document List. Click a button to go FORWARD or BACKWARD. 14

15 Document Retrieval Searches You can retrieve documents by using the following search criteria: Document Type Group (COL, ENT, LON) Document Type For more information on Document Type Groups and Document Types, click here or review the OnBase User Help Guide.click here Accounting ID: enter the entire number. Loan Number: enter the Loan Number or use Wildcard Characters for broader results. Wildcard Characters Entity Name: enter the name or use Wildcard Characters for broader results.Wildcard Characters Click a button to go FORWARD or BACKWARD. 15

16 Wildcard Characters If unsure about a number or name, you can use Wildcards to fill in for unknown characters, such as: A Question mark (?) can be used to replace a SINGLE character in the search string. For example, the search string for Loan Numbers 1234? will find all instances of Loan Numbers An Asterisk (*) can be used to replace ONE or SEVERAL characters of a search string. For example, the search string 123* will find all instances of Loan Numbers Click a button to go FORWARD or BACKWARD. 16

17 Search by Loan Number Click a button to go FORWARD or BACKWARD. 3. Enter the Loan Number OBT If unsure about the Loan Number, use an asterisk. Example: to find all LON-Notes for Loan Numbers starting with 123…, enter 123*. For more information on the use of Wildcards, click here.click here 3. Enter the Loan Number OBT If unsure about the Loan Number, use an asterisk. Example: to find all LON-Notes for Loan Numbers starting with 123…, enter 123*. For more information on the use of Wildcards, click here.click here To search Loan Notes for Loan Number OBT999999: 1. Select the Loans Document Type Group. To search Loan Notes for Loan Number OBT999999: 1. Select the Loans Document Type Group. 2. Select LON-Note as the Document Type. 4. Click the binoculars icon to look up the document. 17

18 Document Retrieval Result Click the TIF image to see it in the Document Panel. This document image is in the Loans category and called LON-Note assigned to Accounting ID Number and Loan Number OBT for borrower (aka Entity Name) ONBASE TRAINING. Click a button to go FORWARD or BACKWARD. 18

19 Click a button to go FORWARD or BACKWARD. 3. Enter the Accounting ID Number This number must be exact – you cannot use Wildcards to replace an unknown number. 2. Select ENT-Organizational Documents Document Type. 4. Click the binoculars icon to search for the document. Search by Accounting ID Number To search for Organizational Documents using Accounting ID Number , do the following: 1. Select the Entity Document Type Group. To search for Organizational Documents using Accounting ID Number , do the following: 1. Select the Entity Document Type Group. 19

20 Click a button to go FORWARD or BACKWARD. Click the TIF image to see it in the Document Panel. This document image is in the Entity category and called ENT-Organizational Documents assigned to Accounting ID number and Loan Number OBT for borrower (aka Entity Name) ONBASE TRAINING. Document Retrieval Result 20

21 Click a button to go FORWARD or BACKWARD. 3. Enter the Entity Name as ONBASE TRAINING. If you are unsure about the first name, use an asterisk. Example: to view all Assignments for entities with the last name of Training, enter the name as *TRAINING. For more information on Wildcards, click here.click here 3. Enter the Entity Name as ONBASE TRAINING. If you are unsure about the first name, use an asterisk. Example: to view all Assignments for entities with the last name of Training, enter the name as *TRAINING. For more information on Wildcards, click here.click here 2. Select COL-Assignment Document Type. 4. Click the binoculars icon to search for the document. Search by Entity Name To search for Assignments for a borrower named ONBASE TRAINING: 1. Select Collateral Document Type Group. To search for Assignments for a borrower named ONBASE TRAINING: 1. Select Collateral Document Type Group. 21

22 Click a button to go FORWARD or BACKWARD. Click the TIF image to see it in the Document Panel. This document image is in the Collateral category and called COL-Assignment assigned to Accounting ID Number and Loan Number OBT for borrower (aka Entity Name) ONBASE TRAINING. Document Retrieval Result 22

23 Sorting the Document List Click the Document Name bar to sort the documents in: Ascending Order (A-Z) Ascending Order (A-Z) Descending Order (Z-A) Descending Order (Z-A) Click the Document Name bar to sort the documents in: Ascending Order (A-Z) Ascending Order (A-Z) Descending Order (Z-A) Descending Order (Z-A) 50 documents is the maximum number of entries listed on each page. Documents are listed alphabetically in ascending order Click a button to go FORWARD or BACKWARD. 23

24 Practice Search for a document using the Accounting ID Number: 1.Under the Document Type Groups menu, select Loans. 2.Under Document Types menu, select LON- Note. 3.Enter for the Accounting ID number. 4.Click the binoculars icon to search. The RESULT of the query is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 24

25 Query Results Click a button to go FORWARD or BACKWARD. The LON-Note Learning Document for Accounting ID Number would appear in the Document List. Since the document was imported as both TIF and PDF files, both versions appear in this panel. 25

26 Query History The Query History button is used to display a list of searches performed during the current session (all Custom Query and Document Retrieval searches since logon). The Query History button is available at the bottom of the Navigation Bar. Click the Query History button. The Query History dialog box is displayed. To repeat a previous search, select the query to be re-run from the list. Click a button to go FORWARD or BACKWARD. 26

27 Practice Run a query that has been saved in Query History: 1.Click the Query History button. The Query History dialog box is displayed. 2.To repeat a previous search, select an item from the list. The RESULT is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 27

28 Query History Result 1. Click the Query History button 2. Select the query to be re-run. The most recent query appears at top of the list. NOTE: You can only re-run queries during your current login. After you logout, all queries are erased. Click a button to go FORWARD or BACKWARD. 28

29 DOCUMENT Getting the most out of the NEW OnBase ® System In this section, you will learn how documents are classified, how to adjust the way you view the document, work with the Right-Click Menu and Viewer Control Toolbar, and Print a document. OVERVIEW HELP SEARCH ENVELOPES START JOB AIDS CONTACT US Click a button to go FORWARD or BACKWARD. 29

30 Click a button to go FORWARD or BACKWARD. Document Types 195 document types are categorized into three primary document type groups: ENT - Entity – documents that belong to an individual or company (borrower, guarantor, corporation, LLP, etc.) LON - Loan – documents that are related to the loan (note, correspondence) COL - Collateral – documents that are related to the collateral (appraisal, BPO, survey, insurance, etc.) Each image will be set up according to this uniform six-field schema: Document Group -Document Type -Accounting ID # -Loan # -Entity Name -MM/DD/YYYY ENT LON COL ENT LON COL FIRST LAST Assigned to a batch of documents Commonly used for retrieving documents Date the document entered into the system Primary classification of the related image 30

31 Using the Adobe Toolbar The Adobe Toolbar appears when you view a.pdf document and enables you to adjust the image, making it easy to view the document. The Adobe Toolbar also enables you to print the document or save it to file or desktop. Click a button to go FORWARD or BACKWARD. Print Save to file or desktop Fit in width of window Fit all of the image INSIDE the window

32 Using Viewer Control Toolbar The Viewer Control Toolbar appears when viewing a TIF document image that has been scanned into OnBase ®. It enables you to adjust the document image so it is easy to view or print. The Viewer Control Toolbar enables you to adjust the document image by expanding it, contracting it, rotating it, fitting it within a window, or moving between its multiple pages. Click a button to go FORWARD or BACKWARD.

33 Toolbar: Print a Document Use this button to print documents. You can print one or all pages of a document from the Viewer Control Toolbar. You can also print documents using a Right-Click Menu. For more information about printing using a Right-Click Menu, click here.click here NOTE: You will also be able to print a document using a Right-Click Menu. Click a button to go FORWARD or BACKWARD. 33

34 Toolbar: Move between pages Fast forward to the END of a document Go forward one page at a time Go backwards one page at a time Fast backward to the START of document You can move between the pages of a document from the Viewer Control Toolbar. Click a button to go FORWARD or BACKWARD. 34

35 Toolbar: Adjust Image Size Zoom IN to ENLARGE the image Zoom OUT to REDUCE the image Actual size Fit in width of window Fit all of the image INSIDE the window You can zoom IN to enlarge or zoom OUT to reduce the viewing size of a document from the Viewer Control Toolbar. Click a button to go FORWARD or BACKWARD. 35

36 Toolbar: Rotate Image Rotate image COUNTER- CLOCKWISE Rotate image CLOCKWISE Some images may not be oriented according to landscape or portrait views. You can change the page orientation by rotating the image Clockwise or Counter-clockwise. Click a button to go FORWARD or BACKWARD. 36

37 Right-Click Menu You can access Right-Click Menus from open documents by right-clicking within the Document or from the Document List by right-clicking on a specific document in the list. The Right-Click Menu has two options: Print and Send To Envelope. Click a button to go FORWARD or BACKWARD. 37

38 Use Right-Click Menu from the Document List. From the Document List, you can open documents in their own window. From the Document List, you can save documents to an Envelope. Click a button to go FORWARD or BACKWARD. Document List Right-Click Menu 38

39 You can also navigate to other pages within document. Within the document, you can print one or more pages of the document. Within the document, you can send to an Envelope. Click a button to go FORWARD or BACKWARD. Documents Right-Click Menu 39

40 Practice Search and retrieve a document and change it from Portrait to Landscape orientation: 1.Go to Custom Queries and select a Custom Query. 2.Enter for the Accounting ID number. 3.Click the binoculars icon to search. 4.Select one of the Learning Documents. 5.Using the Viewer Control Toolbar, rotate the image Clockwise or Counter-clockwise. The RESULT is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 40

41 Result Click a button to go FORWARD or BACKWARD. Documents are usually imported in Portrait orientation. By rotating the image, it can be viewed on its side in Landscape orientation. This is particularly effective for photographs of property that may have been scanned in Portrait orientation, but are more easily viewed in Landscape orientation. 41

42 Print ONBASE HELP: Document Options and Right-Click Menus > Print ONBASE ® HELP: Document Options and Right-Click Menus > Print You can print the current page or all pages of a document. Click a button to go FORWARD or BACKWARD. 1. In the Print Options window, select your pages 2. Click the Print button. 42

43 Adjusting the Window Views Click this sidebar arrow to collapse the viewing window to show only the Main Control Panel. Navigate between pages using these links. Click a button to go FORWARD or BACKWARD. Click this sidebar arrow to collapse the Main Control Panel to view the document list and document image in a large view. 43

44 ENVELOPES OnBase ® enables you to save one or multiple documents to an Envelope for easier access. In this section, you will learn how to Create an Envelope, Save ONE document to an Envelope, Save MULTIPLE documents to an Envelope, and Delete an Envelope. OVERVIEW HELP SEARCH DOCUMENT START JOB AIDS CONTACT US Click a button to go FORWARD or BACKWARD. 44

45 Organize Images with Envelopes You can save and organize documents using Envelopes: Organize and store documents in an individually created Envelope for easier access and study. Create Envelopes ahead of time or as needed right from the User menu. Envelope names should be 30 characters or less. Create an Envelope while viewing a Document. Save multiple documents to an Envelope. Delete an Envelope once it is no longer needed. Click a button to go FORWARD or BACKWARD. 45

46 Click a button to go FORWARD or BACKWARD. Create an Envelope 1. Go to the Document menu and change it to User. 2. Under the User menu, click the Mailbox option to change it from Mailbox to Envelope. 3. At the bottom of the Main Control Panel, click the yellow envelope icon to create an Envelope. 4. The New Envelope window appears; enter a name for your Envelope. 5. Click the OK button. 46

47 Save a Document to an Envelope Click a button to go FORWARD or BACKWARD. 1. Go to the Document list and right-click the document to be saved to an Envelope. 2. Select Send To, then move across to the sub-menu and select Envelope. 3. Select the Envelope from the dropdown menu. 4. Click the Add button. 47

48 Click a button to go FORWARD or BACKWARD. Save to a NEW Envelope 1. Go to the Document list and right-click the document to be saved to an Envelope. 2. Select Send To, then move across to the sub-menu and select Envelope. 3. Click the New link to create an Envelope. 4. Enter the name of a NEW Envelope and click the OK button. 5. Select the NEW Envelope from the dropdown menu. 6. Click the Add button. 48

49 Save Multiple Documents to an Envelope 3. Go to the Document list and right-click within the shaded document list. 4. Select Send To then move across to the sub-menu and select Envelope. 5. Select the Envelope from the dropdown menu for the documents, then click the Add button. 1. Click the FIRST document to be sent to an Envelope. 2. Hold the SHIFT key down (on your keyboard) and click the LAST document to be sent to an Envelope. Click a button to go FORWARD or BACKWARD. 49

50 Practice Create an Envelope: 1. Select Envelope from the dropdown menu. 2. Create an Envelope called Practice MM/DD/YYYY. 3. When you are finished, go to your User menu, select Envelopes and find your Practice MM/DD/YYYY Envelope. The RESULT is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 50

51 Result Click a button to go FORWARD or BACKWARD. Under the User menu, select the Envelope sub-menu. The Practice MM/DD/YYYY Envelope will appear in your list of Envelopes. Under the User menu, select the Envelope sub-menu. The Practice MM/DD/YYYY Envelope will appear in your list of Envelopes. 51

52 Practice Send a single document to Practice MM/DD/YYYY Envelope: 1. Under Custom Queries, select a Custom Query. 2. Enter for the Accounting ID Number. 3. Click the binoculars icon to search. 4. Right-click the LON-Note document and send it to your Practice MM/DD/YYYY Envelope. The RESULT is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 52

53 Result Click a button to go FORWARD or BACKWARD. Under the User menu, select the Envelope sub-menu. The Practice MM/DD/YYYY Envelope will appear in your list of Envelopes. Under the User menu, select the Envelope sub-menu. The Practice MM/DD/YYYY Envelope will appear in your list of Envelopes. Click the Practice MM/DD/YYYY Envelope. Any documents within the Practice MM/DD/YYYY Envelope will be listed in the Document List window. 53

54 Practice Send multiple documents to the Practice Envelope: 1. Under Custom Queries, select a Custom Query. 2. Enter for the Accounting ID Number. 3. Click the binoculars icon to search. 4. Send all of the documents to your Practice MM/DD/YYYY Envelope. The RESULT is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 54

55 Result Click a button to go FORWARD or BACKWARD. All saved documents within the Practice MM/DD/YYYY Envelope will be listed in the Document List window. 55

56 Practice Save a document to a newly created Envelope: 1. Using Accounting ID Number , select a document and create a new Envelope called On the Fly and save it to that Envelope. 2. When completed, go to your Envelope list and find your On the Fly Envelope. The RESULT is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 56

57 Result Click a button to go FORWARD or BACKWARD. Under the User menu, select the Envelopes sub-menu. The On the Fly Envelope will appear in your list of Envelopes. Click the On the Fly Envelope. In this example, the LON-Note was saved to the On the Fly Envelope. Under the User menu, select the Envelopes sub-menu. The On the Fly Envelope will appear in your list of Envelopes. Click the On the Fly Envelope. In this example, the LON-Note was saved to the On the Fly Envelope. 57

58 Practice Work with documents in an Envelope: 1. Go to your Envelope list under your User menu. 2. To remove a document from your Practice MM/DD/YYYY Envelope, click the yellow envelope icon with the RED X. The RESULT is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 58

59 Result Click a button to go FORWARD or BACKWARD. The envelope will be removed from the Envelope list. The documents, however, will still available in the database and can be found using Custom Queries or Document Retrieval. 59

60 HELP Getting the most out of the OnBase ® System In this section, you will learn how to Search OnBase ® Help, add Help Topics to a Favorites list, and view a list of Frequently Used Help Topics. OVERVIEW SEARCH DOCUMENT ENVELOPES START JOB AIDS CONTACT US Click a button to go FORWARD or BACKWARD. 60

61 Main Control Panel Click the question mark icon to access OnBase ® HELP. Click a button to go FORWARD or BACKWARD. 61

62 OnBase ® Help Scroll through the Table of Contents. Search the Help file using keywords. Save important or frequently used topics under Favorites. Click a button to go FORWARD or BACKWARD. This is an overview of the OnBase ® Help window. 62

63 Search OnBase ® Help Click the Help icon on the Main Control Panel. When the Help window appears, click Web Client. Click the Search button. Enter a keyword or term in the Search field then click the Go! Button. Results will appear under the Rank Title heading. Click a button to go FORWARD or BACKWARD. 63

64 Search Help Topics Enter the topic in this field. Click the Go! Button to view the results. The results appear in this listing. Click a button to go FORWARD or BACKWARD. Click the Search button. Click the Web Client link. 64

65 Save a Help Topic to Favorites Click the topic from the list under the Rank Title heading so it is highlighted. An explanation about the topic appears to the right of your list. Click the Favorites button. Click the Add button. The Help topic will appear in your Favorites list. Click a button to go FORWARD or BACKWARD. 65

66 Save a Help Topic to Favorites Click a button to go FORWARD or BACKWARD. Click the topic from the list under the Rank Title heading so it is highlighted Click the Favorites button Click the Add button The Help Topic appears in your Favorites list 66

67 Frequently Used Help Topics Change Context Views – Context Drop- Down Select List Creating and Deleting Envelopes Document Options and Right-Click Menus > Navigate Document Options and Right-Click Menus > Print Document Options and Right-Click Menus > Send To Document Retrieval by Keyword Value Document Retrieval Using Custom Queries Envelopes – Adding or Removing Documents Navigation Bar – Getting Around the Web Client Relational (Comparative) Operators Read-Only Keywords Send To Envelope – Adding Documents to an Envelope Viewer Control Toolbar Wildcard Characters This list is also available in the OnBase User Help Guide. Click a button to go FORWARD or BACKWARD. 67

68 Practice Save Help topics to your Favorites: Go to Help. Search for navigation bar. Save the Help Topic to your Favorites. The RESULT is illustrated on the next slide. Click a button to go FORWARD or BACKWARD. 68

69 Result Click a button to go FORWARD or BACKWARD. The saved Help Topic now appears in the Favorites list. 69

70 JOB AIDS OVERVIEW HELP SEARCH DOCUMENT ENVELOPES For information on using Keywords, Operators, Viewer Control Toolbar and Right-Click Menus, review the OnBase User Help Guide.OnBase User Help Guide For information on printing, saving documents to Envelopes, and deleting Envelopes, review the OnBase Ready Reference Guide.OnBase Ready Reference Guide START CONTACT US Click a button to go FORWARD or BACKWARD. 70

71 CONTACT US OVERVIEW HELP SEARCH DOCUMENT ENVELOPES If you have questions about using OnBase ®, please contact CLMG Participant Services: START JOB AIDS Click a button to go BACKWARD. 71


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