1. Nolij Web End User Training Version 6.5
Nolij Corporation 1
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2. Introduction to Nolij Web2

3. Nolij Corporation – Quick Facts
Phonetic Spelling of “Knowledge”
Incorporated in 1999, Headquartered in MA
Exclusive Focus on Higher Education
Complete Software and Service Provider
Over 200 College and University Customers
Four Primary Products:
Nolij Web
Nolij Transfer
Nolij ICR/OCR
Nolij Connect 3
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4. Nolij Corporation – Position
Nolij is the Leading Provider of Document Imaging, Workflow, Data Integration, and Forms Processing Technology for Higher Education.
Hundreds of Colleges and Universities World-wide Rely on Nolij to Improve the Capture, Input, Availability, and Flow of Information. 4
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5. Nolij Web 5
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6. What is Document Imaging?
Capture, Store, and Retrieve Documents
Hard Copy (e.g. paper, vellum, etc.)
Electronic (e.g. MS Office, PDF, etc.)
Multimedia (e.g. video, audio, etc.)
Web Content (e.g. HTML, XML, etc.)
Many More
Distribute Information via Workflow
Subset of Enterprise Content Management
Technology to Eliminate Paper 6

7. Benefits of Nolij Web Designed and Built for Higher Education
Contains Built-In Best Practices
Easy to Deploy and Maintain
Includes Robust, Customizable Workflow
Embedded Encryption Protects Sensitive Data
Access Documents from Anywhere
Leverages Existing Infrastructure
Integrates with All Popular Applications
Fully Web-Based 7

8. Understanding ‘Web-Based’
Nolij Web is Deployed via Web Server
Runs in a Web Browser 8

9. End User Solution Primary Nolij Web Functional Interface
Provides End User Access to All Nolij Web Features and Functionality
Scanning, Storage, Retrieval, Annotation, Workflow, Reporting, Integrated Forms, Collaboration, and more
Presents Single, Unified View of All Documents and Data
Productivity Enhancement Tool 9

10. Secure Nolij Web stores the documents securely
Only those specifically granted access to a document can view it
Each action related to a document (view, download, upload,edit, share, annotate) requires a separate security permission
You control the security for your department
Nolij Web is backed up nightly 10

11. Getting Started 11

12. Overview
The system was developed in careful and total collaboration with Amy, Tami, Trina, and Jennifer – over a period of many years. eRPT was designed by the right people on campus who know the existing process and policies inside and out.
eRPT adheres to the existing policies and fundamental RPT processes. It is not about changing policies and fundamental processes.
This is the first training session, more will be coming in the summer.
If you have Questions, contact Faculty Administration or the AVP for Academic Affairs. 12

13. What am I going to be doing?
Adding users to roles
Granting users access to ERPT
Initiating Candidate’s folder
Complete the RPT Summary, External Reviewer, Dept forms
Start the folder in the workflow
Track the progress 13

14. What am I going to be doing?
Manage the process
Hopefully we have made it easier
Vote review form
Tracking of folder
See who has it, where it is in the process
Candidate can track it themselves
Dept committee tracking
Simple User Interface
Request UNID’s for External Reviewers
You control the process in your department 14

15. You control the process in your department
You add users to roles
You determine the department committees
You determine who sees what documents when
You can route the folder as you see fit
We have provided a template, so you don’t have to change anything, it’s up to you. 15

16. Why ERPT?
The current business process, conducted primarily through paper documentation and other physical artifacts, is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk.
Access to the system will be available, according to established business processes, to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents.
At the U each year the typical circulation of RPT binders/boxes and documentation on Lower Campus and the School of Medicine is as follows: 􀁸 375 RPT binders/boxes per year 􀁸 400-­‐2000 pages per reviewed professor per year at the department/college level; 200-­‐1000 pages per reviewed professor at the Vice President level and above 􀁸 150,000-­‐750,000 documents under review per year at the department/college level; 75,000 – 375,000 documents under review per year at the Vice President level and above 􀁸 3,642 people touch RPT documents each year 16

17. Why ERPT?
The University of Utah is expected to realize a reduction of the following risks associated with the current tangible, paper-intensive RPT system:
Overall institutional cost of multiple duplicative RPT systems
Loss, theft, accidental destruction of binders/boxes/documents (legal action)
Bottlenecks causing delays
Individual office costs
Procedural & policy errors (legal action)
Unauthorized access to documents (legal action) 17

18. External Reviewers UNID Request Still in process
First Name, Last Name, Address, , Phone
Electronic Form
Automatically routed to HR
notification when set up
Still in process 18

19. Simple User Interface
For the Faculty, External Reviewers, Department Committees 19

20. Key concepts 20

21. Roles A ROLE can Determine What Work is Being Performed
Different ROLES have Different Rights
A User Can have Multiple ROLES
Example: A Registrar User Needs to Look Up Student Information But May Also Need to Look Up Course Information 21

22. Rights RIGHTS are What is Allowed
Different ROLES have Different RIGHTS
Possible Rights:
Access to Documents
View, Edit, Add, Index or Delete Documents
or Print Documents
Access to a Folder in Workflow 22

23. Locked Folders NolijWeb is a “First Come, First Serve” System
This Means the First User to a Folder will be Able to Make Changes to that Folder.
This User has “Locked” the Folder
Other Users will be Able to View that Folder but Cannot make Changes 23

24. Collaboration Enhance Communication with Real-Time Messaging Interface
Compose and Send Text Messages Directly to Individual Browsers
Keep Staff Connected, Foster Collaboration
Supports Group-Level Notification
Always Know Who’s Online and Available for a Chat 24

25. Logging In 25

26. Logging In 26

27. Logging In Enter User Login Credentials Enter uNID Enter Password
For test use your birthday MMDDYY
Click on “Log In” Button 27

28. Logging In – Error Messages28

29. End User Interface 29

30. End User Interface 30

31. Roles
Your active role determines your access 31

32. Roles You have at least 2 roles
WF Administrator – this is the primary role
Administrator – This is where you will grant others roles for ERPT 32

33. Roles Select the drop down on the Roles box
Select the Administrator role 33

34. Admin User Interface 34

35. Roles – Administrator
Select the icon next to Enterprise Hierarchy 35

36. Roles – Administrator Select the icon next to University of Utah
Select the icon next to ERPT 36

37. Roles – Administrator
Select the icon next to Your Department Name 37

38. Roles – Administrator
Select the icon next to Department Roles 38

39. Roles – Adding Candidates
Click the Candidate role, then right click the Candidate role, select Add User 39

40. Roles – Adding Candidates
Enter the Candidate’s UNID, then press OK 40

41. Roles – Adding Candidates
Click on the unid you just added, then click User Settings 41

42. Roles – Adding Candidates
Enter the Candidate’s name (User Description)and (User Address) 42

43. Adding Users to Roles To add a user to role the process is the same
Navigate to the role, click the role, right click the role, select Add User
Add the UNID, click OK
Select the UNID you just added
Select User Settings
Enter the user’s name and 43

44. End User Interface 44

45. End User Interface 45 Workflow Status Role Toolbar Query or Search Bar
Workflow Inboxes
Document Viewer
Query
Results
Folder Objects
Form 45

46. Main Toolbar 46 Click on drop down to get two option: User Guide
About Nolij Web
Click on drop down to get four options:
- View Options
Themes
Document Viewer
Form
Clear Query - is used to clear your search bar
Work Complete - is used to when an automated workflow is in place
Scan – is used to scan documents from scanner
(Only appears when a folder is open)
Click on drop down to get three options:
Communication Window
Graphical Workflow
User Summary
Role – Change role without logging out
Logout – this logs the user of out Nolij Web 46

47. Search Bar 47

48. Query or Search Bar
The Query is Customized Specific to Your Department and Search Requirements. 48

49. Query Bar When searching, start broadly and use the wildcard (%).
For example to find Robert Paine, we would type PA% in the Last Name box and hit enter.
If you only search on PA, nothing will be returned. 49

50. How to look up a Folder Click in a Box on the Query Bar to Activate It
Type the Proper Data to Search (Ex: ID Number, Name)
Hit Enter on the Keyboard
* The NolijWeb wildcard is the percent sign %. 50

51. Query Results 51

52. Query Results The rest of the Query Bar is populated
Type In Data to Search
Query
Results
The rest of the Query Bar is populated
Click on Name to open folder
(Notice Folder Icon is open) 52

53. Query Results – Open Folder
Folder is not OPEN
Query
Results
Folder is OPEN
Folder objects window has tabs
The rest of the Query Bar is populated 53

54. Query Results – Open Folder
Open folder Icon
Closed folder Icon 54

55. Open Folder – What’s the big deal?
The open folder is where the drag and drop documents will be added
Determines which faculty portfolio you are working on
We don’t want to add documents to the wrong folder. 55

56. Most Important Buttons
Clear Search Fields to Clear Query Bar boxes
Before
After 56

57. Most Important Buttons
Clear Search Results to Clear Query Results area 57

58. Recommend Practice
Use wildcard for initial search 58

59. Recommend Practice Select the faculty member (double click) 59
Query Bar will be populated
Folder objects window will have tabs
Name will be highlighted
Folder icon will be open 59

60. Recommend Practice Clear Search Results to Clear Query Results area 60
Query Bar will still be populated 60

61. Recommend Practice Place the cursor in a query box Press enter
Select (double click) the faculty member 1 3 61

62. Why?
Using a wildcard I search for Nathan Pace
I select Nathan Pace 62

63. Why? I now want to search for Smith
The Query Bar is still populated with the previous infomation
I don’t see any results?????
We don’t get any results when searching for SMI%, because
The rest of the query bar is still populated with Nathan Smiths
Information. 63

64. Why?
To avoid confusion, always press Clear Query before searching for a new faculty member. 64

65. Searching Step by Step Start broadly, use wildcards
Select (double click)Faculty member
Clear Search Results to Clear Query Results area
Place the cursor in a query box
Press enter
Select (double click) the Faculty member
Always press Clear Query before searching for a new Faculty member 65

66. Before You Leave Your Desk
Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It. 66

67. Initating Candidate’s folder67

68. Open a Faculty Folder Start broadly, use wildcards
Select (double click)Faculty member
Clear Search Results to Clear Query Results area
Place the cursor in a query box
Press enter
Select (double click) the Faculty member 68

69. Open a Faculty Folder 69

70. Expand Form panel Open the Form panel by clicking on the Expand button70

71. Click the icon next to the form name
Select RPT Summary
or RPT SoM Summary 71 71

72. RPT Summary Form
Verify all information, change if needed, complete missing information 72

73. RPT Summary Form
Verify all information, change if needed, complete missing information 73

74. RPT Summary Form Click the save button
If you get an error, send a screen shot of the summary form, the id
of the faculty member, and your department to 74

75. Undocking Forms
Clicking the chain icon will open the form in its own window 75

76. Redocking Forms Press escape with your cursor active on
the form and the
form will go back to
it’s Original position
in the User Interface. 76

77. Other Forms to Complete
RPT Dept (SoM)
Without this,
notifications
Willl not work 77

78. Other Forms to Complete
External Reviewer
This is how the external reviewers get access to the candidates folder.
Enter the information for a single reviewer, then save. After each save
You get a blank line below the saved line to enter the next reviewer. 78

79. Informational Forms
RPT Filenames list the original file name and the index name 79

80. Informational Forms
RPT Admin Vote Review allows you to see the committee votes 80

81. Informational Forms
RPT Dept Committee Tracking allows you to see what committess are required and if they have voted 81

82. Adding New Documents 82

83. Adding Documents - Indexing
What is Indexing?
The Matching of a Document to a Folder
A Two Part Process
Part 1 – Adding a Document to a Folder
Part 2 – Index the Document 83

84. Add a Document – Drag and Drop
Open a Faculty Folder
Start broadly, use wildcards
Select (double click)Faculty member
Clear Search Results to Clear Query Results area
Place the cursor in a query box
Press enter
Select (double click) the Faculty member 84

85. Add a Document – Drag and Drop
Open both the System and the System Objects panels by clicking on the Expand button 85

86. Add a Document – Drag and Drop
After clicking on the expand
Button, the
System and
System Objects panels
Should look like this. 86

87. Add a Document – Drag and Drop
The System panel is a windows explorer like interface. Select the directory
where the documents are that you want to upload into the folder you have
opened. The file names will appear in the System Objects panel.
Drill Down to File that Contains the Document to be Added to the Faculty
Folder and Click on File Name 87

88. Add a Document – Drag and Drop
Click on Document Under System Objects and Drag Up to Folder Objects
A Copy of the
File is Now in the
Folder (The
Original is Still in
the System
Folder.)
Folder Objects 88

89. Indexing Documents 89

90. Indexing Documents
To Index a Document, Right Click the document (1) in the Folder Objects Panel, click Choose Index Types (2), then choose the index type (3), then select OK (4) 3 1 2 90 4

91. Indexing Documents Document name has changed To view the original
File name, open the
RPT FileNames form 91

92. Indexing Documents
If you want to add a index type contact Faculty Administration or Academic Affairs, AVP Office 92

93. Indexing Documents
When you right click to index documents, the top 10 will be listed
If your index type is not listed, select More Index Types…. 93

94. Why Index documents? An index types control who can see what
Roles have access to Indexed documents
Aids in organizing the documents 94

95. Document Actions 95

96. Delete Documents
To Delete a Document, Right Click the document (1) in the Folder Objects Panel, click Delete (2), then choose Yes(3) 1 2 3 96 4

97. Move to sub folder Subfolder correspond to the review year
The documents will still be visible under the All tab 97

98. Move to sub folder Two Ways to Move to a Sub-Folder
Under Folder Objects, Click on Document and Drag to Correct Tab.
Right-Click on the Document, Select Sub-Folders, and Select the Correct Tab
NOTE: Under Show All Documents Tab, a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label. 98

99. Move to A Sub-Folder
Click and drag the document to the sub folder 99

100. Move to sub folder
To Move a Document, Right Click the document (1) in the Folder Objects Panel, click subfolder (2), then choose the subfolder you want to move it to (3) 1 2 3
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101. Renaming Documents
Dragged and Dropped Documents Carry over the File Name From the Original File
101

102. Renaming Documents
To Rename a Document, Right Click the document (1) in the Folder Objects
Panel, click Rename (2), then rename the document (3). 1 2 3
102

103. Naming Documents Document Name Custom Document Name
from Right Click List
Custom Document Name
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104. Other Items on “Right Click List”
Duplicate
Makes a Copy of the Document
Example: Document Now Named “Copy of Application”
Reset Name
Reverts Document’s Name Back to the Original Document Type
Example: Application Reverts Back to Image tif
Delete
Must have Rights
104

105. Other Items on “Right Click List”
Reset Name
Delete
Duplicate
Properties
105

106. Properties
106

107. Custom Properties
107

108. Recover Files in Folder
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109. Folder Objects
109

110. Folder Objects Shows documents in Folder
Application
Tax Form
Voucher
Icons dependant on type of file
tif
doc
Pdf
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111. Click on Folder to see Objects
Folder Objects
Click on Folder to see Objects
111

112. Click on Document to View
Folder Objects
Click on Document to View
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113. Folder Objects Can Sort Columns Can Control Which Columns Are Visible
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114. Display Documents
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115. Display documents
Click a document in the Folder Objects panel
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116. Display documents
The document will render in the Document Viewer panel
116

117. Display – Imaging Toolbar
The Imaging Toolbar will Appear Once You Selected a Document Within a Folder.
Helps with Viewing Documents
117

118. Display – Zoom Zoom In – Make Print Larger
Zoom Out – Make Print Smaller
Fit Width – Fills Up the Viewer
Fit Page– Puts Whole Document in Viewer
118

119. Display – Enlarging Document Viewer
Maximize – Takes Up the Whole Screen
119

120. Display – Enlarging Document Viewer
Restore
Maximized View
120

121. Display – Change the Orientation
Rotate Right
Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121

122. Display – Right Click Menu Options
Right click on the document to access these options
122

123. Display – Multi-Page Documents
Page Number
Total Pages
First Page
Previous Page
Next Page
Last Page
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124. Display - Print Can Print Out of Nolij Web Must have Rights to Print
Open Document to Print
Click on the Print Icon on the Imaging Toolbar
Print Wizard Pops Up
Follow Instructions in Wizard
124

125. Workflow
125

126. Workflow
Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
Folders are Routed Based on Rules of the Department
126

127. Workflow
127

128. Workflow SoM
128

129. Workflow NolijWeb is a Virtual Version of Workflow
The Workflow Bar Shows Where the Folder is in the Workflow
Each Step is Called an “Inbox”
One or Multiple Users can have Access to a Particular Inbox Based on the Work that Needs to be Completed at that Step of the Workflow
Access to an Inbox is called Ownership of that Inbox
129

130. Step of the Workflow Where the Folder is Currently Located
Workflow Bar
Step of the Workflow Where the Folder is Currently Located
Inbox
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131. Workflow Two Ways to Move a Folder Through the Workflow
MANUAL Workflow: the User chooses Where to Move the Folder
AUTOMATIC Workflow: the System will Move the Folder Automatically Based on Department Policies
131

132. Start the Workflow
132

133. Start the Workflow Current Workflow Current status
Number of folders in the inbox
Inboxes you can access
You will only be able to access your departments folders
133

134. Start the Workflow
Once all the documents have been uploaded and indexed, the summary form, dept form completed, and external reviewer form, you can then start the workflow.
Workflow status
134

135. Start the Workflow
Press Work Complete
135

136. Start the Workflow
This box will display, indicating the inbox the folder will be routed to
Verify the Route to and hit the OK button
136

137. Start the Workflow
The inbox you routed the folder to will be incrimented, and the status will show the current inbox
137

138. Checking the Status
To check the status of any folder, search for and open the folder, and the status will tell you where it is
138

139. Manual Route Folder
Press the icon next to Not in Workflow
139

140. Manual Route Folder
Then select the icon next to Move To and select the inbox to route the folder to
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141. Manual Route Folder
The inbox you routed the folder to will be incrimented, and the status will show the current inbox
141

142. Workflow – Viewing Inbox
To View the Items in an Inbox:
Click on the Inbox
Inbox Detail Window Opens
Select the Folder to Open and Click the Open Button
The Folder will Open Automatically
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143. Workflow – Viewing Inbox
To view an inbox, select the inbox you want to view (1), then double click
the folder to view (2). You can also single click the folder, then click OK (3) 1 2 3
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144. Workflow – Viewing Inbox
If you right click the folder, you have these options
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145. Workflow – Sorting Inbox
145

146. Workflow – Folder History
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147. Roles
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148. Roles Select the drop down on the Roles box
Select the Administrator role
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149. Admin User Interface
149

150. Roles – Administrator
Select the icon next to Enterprise Hierarchy
150

151. Roles – Administrator Select the icon next to University of Utah
Select the icon next to ERPT
151

152. Roles – Administrator
Select the icon next to Your Department Name
152

153. Roles – Administrator SoM
Select the icon next to Department Roles
153

154. Roles – Administrator
154

155. Roles Roles that end in DPT DPT roles share an inbox
If you want more department committees, we will add more DPT roles
Enable multiple committees to access a inbox, concurrently
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156. Roles Roles that end in UPLOAD Duplicate name with UPLOAD appended
Only the UPLOAD role can upload documents and complete forms (voting form)
All Committee members need the Non UPLOAD role so they can view the documents
Each UPLOAD role should have at least one user
156

157. Roles
Only the users you assign to roles will be able to access the folder documents to view them
Some roles have broader access
157

158. Permissions
158

159. Permissions Select a department role
The Permissions tab will display the objects you have the access to change.
Once you select a role, you are dealing with permissions for that role only.
159

160. Permissions
To view document permissions click the icon next to Documents
160

161. Permissions Viewable System Docs controls
what type of document (.pdf, .doc,
.txt, .mp3, .avi) can be viewed
Viewable Custom Docs controls
which custom docs can be
Viewed, these are the index types
Indexable Custom Docs controls
the index type availble to the
user.
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162. Permissions – Viewable System Docs
All these should remain checked
162

163. Permissions – Viewable Custom Docs
If it has a check in the box,
the user can view that
document in the folder.
To enable users to view
documents, place a check
in the box.
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164. Permissions – Indexable Custom Docs
If it has a check in the box,
the user can index a uploaded
document to that index type
in the folder.
To enable users to index a
Uploaded document to that
index type, place a check
in the box.
164

165. Index Change your role pg 33 Add users to roles pg 39 - 40
End User Interface Map pg 45
Open a folder pg , 52,
Searching Overview pg 65
Start a Candidate's folder pg
Forms to complete pg
Adding Documents pg
Indexing Documents pg
Delete documents pg 96
Move to subfolder pg
Document display Options pg
Workflow pg
Where is my folder pg 138
Opening an inbox pg 142
Document Permissions pg
165