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Nolij Web End User Training Version 6.5

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Presentation on theme: "Nolij Web End User Training Version 6.5"— Presentation transcript:

1 Nolij Web End User Training Version 6.5
Nolij Corporation 1 ddd

2 Introduction to Nolij Web
2

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 ddd

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 ddd

5 Nolij Web 5 ddd

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 https://nolij-test.acs.utah.edu/NolijWeb 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 Messages
28

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 folder
67

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 button
70

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 3 100 4

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 103

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
108

109 Folder Objects 109

110 Folder Objects Shows documents in Folder
Application Tax Form Voucher Icons dependant on type of file tif doc Pdf 110

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 112

113 Folder Objects Can Sort Columns Can Control Which Columns Are Visible
113

114 Display Documents 114

115 Display documents Click a document in the Folder Objects panel 115

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 123 ddd

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 130

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 140

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 142

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 3 143

144 Workflow – Viewing Inbox
If you right click the folder, you have these options 144

145 Workflow – Sorting Inbox
145

146 Workflow – Folder History
146

147 Roles 147

148 Roles Select the drop down on the Roles box
Select the Administrator role 148

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 155

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. 161

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. 163

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


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