Presentation on theme: "Nolij Web End User Training"— Presentation transcript:
1 Nolij Web End User Training Student Services Information Systems (SSIS)
2 Outline Introduction Getting Started End User Interface Query/Search BarQuery ResultsFolder ObjectsAdding New DocumentsNaming DocumentsDeleting DocumentsRecovering Deleted DocumentsOther Items on “Right Click Lists”Document Version ControlTemplatesAuto IndexingDocument DisplayAnnotationsText SearchingBatchesFormsReportsWorkflowsCommunicationOther ToolsScanning & Retention
3 Introduction What is Nolij Web? What is Document Imaging? Capture, store, and retrieve documentsDistribute information via workflowEfficient and ProductiveTechnology to eliminate paperBenefits: What can it do for you and how will it help your department
4 Getting Started: Logging In Open browserType in banner.cnu.edu:8080 in browser address barOn following page, click “Nolij – Test”- Browser: i.e. Firefox, Google Chrome, Internet Explorer (for audience clarification)
6 Logging inOn the Nolij Web 6 login screen, enter your CNU log in credentialsUsername: CNU ID NumberPassword: CNU Connect PasswordClick “Log in”
7 Logging In Error Messages If an error message appears while logging in, check your username and password first, then contact your system administrator in SSIS.
8 End User InterfaceBatch Query BarToolbarQuery or Search BarWorkflowQuery ResultsFolder ObjectsDocument/Form Viewer- After you log in, you should see a page similar to this. This will be your main user interface.System BrowserSystem Folder Objects
9 Main Toolbar The main toolbar is at the top of the Nolij page. Click on drop down to get two options:Open User’s GuideAbout Nolij WebClick on drop down to get four options:View OptionsThemesDocument ViewerFormClear Query: Used to clear the search barWork Complete: Used when an automated workflow is in placeScan: Used to scan documents from scanner (Only appears when a folder is open)Click on drop down to get three options:Communication WindowGraphical WorkflowUser SummaryThe main toolbar is at the top of the Nolij page.Role: Changes roles without logging outLogout of Nolij Web
10 Query (Search) Bar Customized specific to your department Contains fields where you perform a searchType the information that you want to find in the appropriate fieldsTypes of folders that can be searchedStudentsID#Last, First, MIAdmit CodeStatus DateEmployeesAlumniVendorCourses
11 Query Results How to look up a folder or document Type in Data to SearchHow to look up a folder or documentClick in a box on the query bar to activate itType in proper data to search (Ex. Student ID Number, Name)Hit Enter on the KeyboardThe Nolij Web wildcard is the percent sign %The rest of the Query Bar is populatedClick on Name to open folder (Notice Folder Icon is open)
12 Query Results Most important Buttons Use the clear query to clear the query boxes after a search is complete and you are done with the informationClear search results button to clear query results area before searching for the next folderTo prevent leaving a folder open so another can access it:Clear query boxesLock your computer
13 Click on Folder to see Objects Click on Document to View Folder ObjectsShows the documents in the selected folderFolder ObjectsClick on Folder to see Objects- Icons are dependent on the type of file (i.e. tif, doc, pdf)Click on Document to View
14 Can Control Which Columns Are Visible Can Sort ColumnsCan Control Which Columns Are Visible
15 Adding New Documents Scanning Open Folder Click the Scan Button on ToolbarIf necessary, choose which scannerCheck settingsBlack and whiteSelect at least 300 dpiFront of page only or duplexClick OK or Scan
16 Multipage and Using Blank Pages To make a document into a multipage document, click on the drop down next to the scan button and select “multipage”To use blank pages to separate multipage documents, click on “enable blank page detection” and set threshold.
17 Adding New Documents From Computer Drives or Files: Drag and Drop Open the student folderOpen both the system and the system objects panels by clicking on the expand buttonFind the file that contains the document to be added to the student folder, and click on file nameClick 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)- Note: Cannot preview document from the computer in Nolij Web- Cannot Drag and Drop a document from the desktop or another window into Nolij Web
18 Click on Expand Buttons Click & Drag Document from System Objects to Folder ObjectsClick on Folder Name
19 Naming Documents Documents added are named based on file type Scanned documents have an image numberDragged and dropped documents carry over the name from the original fileTo name a document, right click on the document icon.A list of document names will appear or you can select from more index typesClick on the name for the documentDoc types can be locked to always display on the index list (up to 10 Doc types will be listed in Index list)To rename a document, right click, and “Rename”File type: i.e. tif, jpeg, doc, etc
21 Customizing a Document Name Right click on document, choose renameThis will bring up the box to rename the documentClick on end document name until the box around the name turns from black to whiteThe cursor should be already at the end of the document nameType the addition to the name
22 Indexing a Sub-Folder Two Ways: Under folder objects, click on document and drag to correct tabRight-click on the document, select sub-folders, and select the correct tabSub-folders are created in enterprise hierarchy by SSISYour department will have to put in a request for the sub folders needed.
23 Deleting DocumentsYour user role determines if you can delete a documentTo delete a documentRight-click on the document you want to delete. To select multiple documents, hold the Ctrl key as you left click each document with your mouse, then right click on the documents with your mouse.Click delete from the popup menu and confirm in the popup menu
24 Recovering Deleted Documents Your user role determines if you can recover deleted documentsTo recover deleted documents:Right-click on the folder that contains the deleted document you want to recoverFrom the popup menu, select “Recover Files in Folder”The Document Recovery dialog box appearsTo recover one document, select the document and click “Recover Document”To recover all documents, click “Recover All”Recovered documents appear in the Folder Objects panel.
25 Other Items on “Right Click List” DuplicateMakes a copy of the documentExample: Document now named “Copy of Application”Reset NameReverts document’s name back to the original document typeExample: Application revert back to image tifDeleteMust have rights
27 Other Items on “Right Click List” PropertiesFile Recovery: Recover files in folderHistory: To view folder history information, which provides information about the movement through your workflowHistory is not displayed for folders not in your workflow or any other workflow.
29 Document Version Control Documents can be edited and saved again in Nolij WebDocument type must be configured for version controlMake changes and click the save buttonClose the documentComplete comment field on versioning document windowClick okYou can look in properties under the version tab to see the details on editing and versions
33 Document Display Display—Customizing the user view Can increase the size of the document viewerPreference button on main toolbarCan change layoutView optionsHorizontal: Query bar across topVertical: Larger document viewer areaCan change theme (colors)Can hide bookmarks section in document viewerCan detach the form from the document viewer to a separate window
39 Display—Imaging Toolbar Will appear once you select a document within a student folderHelps with viewing documentsChange the size of the documentsZoom in: Makes prink largerZoom out: Makes print smallerBest fit: Puts whole document in viewZoom in Width: Fills up the viewer
40 Display—Imaging Toolbar Change the orientation of the documentRotate left & rightThis is considered a change to the document and will be auto saved
41 Display—Multi-Page Documents To create multi-page documentsSelect the first document you want to merge intoThen hold ctrl and click on the document you want to merge intoSelect ‘merge selected’ example in next slideNote: make sure you pick the order you want the pages to be in.
43 To Extract a Page from a Multi-Page Document Find the page you want to extractClick on “extract page from the document” (This is in the tool area of document viewer)Answer the prompt (“Would you like to delete the extracted page from the original document?”)A copy appears in the folder objectivesName will be page no. of… “name of original document”
44 Next & Previous Bookmark Display—BookmarksTo bookmark a pageFind the page in the documentType description or name of the bookmark (this is in the tool area of document viewer)Click on the Add/Delete bookmark buttonRepeat for each pageNote: The bookmark functionality will only appear if a document is multi-page. This feature can also be hiddenAdd/Delete BookmarkName SectionNext & Previous Bookmark
45 Display—Print Must have rights to print To Print: Open document to printClick on the print icon on the imaging toolbarPrint Wizard pops upFollow instructions in WizardNote: Annotation will print if the document has them. Currently, there is no functionality to disable the annotation when printing.
46 Annotations Able to make information stand out on a certain document Highlighter, circle, squareAble to hide informationRedactionAble to make notes on a certain documentTextSticky NoteStamps: CNU does not have this tool currently; however, if we have a need in the future, we can add it.
47 Click on Drop Down to Select all Annotations Types Button looks like a wrenchUsers without annotation rights will be able to see annotations but cannot add/delete themClick on Drop Down to Select all Annotations Types
48 Annotations—Highlighting Click and Drag a Box around the Area to be Highlighted
49 Click and Drag over area to be circled Annotations—CircleClick and Drag over area to be circled
50 Annotations—Redaction Click and Drag a Box around the Area to be Redacted
51 Annotations—Free Text Click and Drag Over Area to Create Text Box Then Type Note(s)
52 Click and Drag over Area to be Squared Off Annotations—SquareClick and Drag over Area to be Squared Off
53 Annotations—Sticky Note Click and drag to create the area, then type note(s)
56 Annotations—Editing To move an annotation To delete an annotation Click arrow button on imaging toolbarClick on the annotation to be movedclick and drag annotation to new locationTo delete an annotationRight click on the annotationClick on “delete annotation”
57 Text Searching Text Search in Folder Objects Click on drop down arrow beside wrench in folder objects and choose “filter on”, ten “document text”Enter the text to search and click on arrow key
58 Index Type Search in Folder Objects Click on drop down arrow beside wrench in folder objects and choose “filter on”, then “index type”Enter the text to search and click on arrow key
59 BatchesBatches are “Virtual to be Filed Folders” and are used to stored documents that are not associated with any particular record, such as batches of scanned documents or miscellaneous documents.Can be used as a temporary holding place for documents waiting to be indexedCan add documents like student folder
60 BatchesYou can have multiple batches to hold different types of documentsToday’s mailApplicationsCounselor A-DSeminar Documents (Permanent Holding Place)
61 Batches To open a current batch: Click on the drop down arrow beside the batch’s blank fieldSelect name of batch to openUnder query results, click on batch name to open
62 Batches To create a new batch: Click in the batch box and type the name of the batchClick okA wizard will appear, click yesUnder query results, click on batch name to openTo allow multiple search results to display at once, uncheck “Clear All Results Before Each Query”
64 Batches—Lock Query Results Locking the query results prevents the folder from accidently going awayYour user role determines if you can lock query folders. When you select a folder that is not locked by another user, you lock the folder for you own use.Other users can see folder contents but cannot make any changes.If you select a folder locked by another user, Nolij Web displays a message stating that the folder is locked and changes cannot be made.
65 Batches-Lock Query Results To lock the query resultsRight click on the query “Paper” iconClick on “Lock Query Results”Repeat to unlock the query results
66 Batches—Indexing to Folders To index documents in a batch to folders:Lock batch and open batch folderLook at the first document to determine which student it belongsType in student ID or name in the query barClick on the document under folder objects, drag a student folder under query results until the folder name turns blueOpen the student folder and name the document (documents can also be named in the batch before moving to folder)
67 Batches—Clearing the Search Fields Since batches are also in a query bar, you need to clear your searches like you would do for other search barsUse the clear search fields and clear search results buttons
68 Batches—Indexing to a Batch To index documents in a folder to batch:Lock folder and open folderClick on the document under folder objects, drag to batch folder under query results until the batch folder name turns blueTo index documents in a folder (1) to another folder (2)Lock folder (1) and open folder (1)Click on the document under folder objects, drag to folder (2) under query results until the folder (2) name turns blue
69 Batches—Moving Between Folders Batch to folderFolder to batchFolder to folder
70 BatchesTo delete a batch folder, in the Query Results panel, right-click the batch folder and click “Delete Batch folder.” The folder is deleted and is removed from the Query Results panel.
71 Forms Forms are a way to pull information from Banner Department specific for the type of role being performedInformation can be viewed that relates to the folder that is opened
72 FormsTo open the form:At the bottom of the document viewer, you should see a form barClick on the maximize buttonOpen a folderInformation will appear in the formTo detach a form, select the detach buttonTo select another form, click on the drop down- You will only see the form bar if you have been given rights to forms
74 Forms—Adding a NoteClick the Save ButtonType in Note
75 WorkflowWorkflow in Nolij Web is designed to replicate the flow of folders throughout the officeFolders are routed based on rules of the departmentThe workflow bar shows where the folder is in the workflowEach 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 workflowAccess to an inbox is called “Ownership” of that inbox
77 Step of the Workflow Where Folders are Currently Located Workflow BarStep of the Workflow Where Folders are Currently Located
78 Workflow Two ways to move a folder through the workflow: Manual workflow: the user chooses where to move the folderAutomatic workflow: the system will move the folder automatically based on policies
79 Workflow—Manual To move a folder manually through the workflow: Open folderClick on the drop down arrow on the workflow barChoose the inbox to receive folderThe new location will show on the workflow barInboxes are highlighted blue to indicate that a new folder has entered themThe folder is now sent to that inboxClick on query results to move all folders in query to an inbox
82 Click on Query Result to Move All Folders in Query Result to an Inbox
83 Workflow—Automated To do automated workflow: Open folder and complete workClick on the “Work Complete” button on the main toolbarA Wizard will pop up stating whether or not the folder will be moved and where toIf needed, click ok to move to the next step (or cancel to keep folder where it is)
84 Workflow—Viewing Inbox To view the items in the inboxClick on the inboxInbox detail window opensSelect the folder to open and click the open buttonThe folder will open automatically
89 Communication Collaboration Communicate with other Nolij Web users See who is in Nolij WebUsers must have permission to use collaborationView informationView debug messages (optional)
90 Communication In the Next Window, Click on the Collaboration Tab First, Click on Tools in the Top of the tool bar and then click on Communication WindowDouble Click on a Person’s ID Number to Message Them via Nolij
91 Other ToolsUser Summary: under the tools button (beside preferences on the toolbar)