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Nolij Web End User Training Student Services Information Systems (SSIS) 1.

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Presentation on theme: "Nolij Web End User Training Student Services Information Systems (SSIS) 1."— Presentation transcript:

1 Nolij Web End User Training Student Services Information Systems (SSIS) 1

2 Outline Introduction Getting Started End User Interface Query/Search Bar Query Results Folder Objects Adding New Documents Naming Documents Deleting Documents Recovering Deleted Documents Email Other Items on “Right Click Lists” Document Version Control Templates Auto Indexing Document Display Annotations Text Searching Batches Forms Reports Workflows Communication Other Tools Scanning & Retention 2

3 Introduction What is Nolij Web? What is Document Imaging? – Capture, store, and retrieve documents – Distribute information via workflow Efficient and Productive Technology to eliminate paper 3

4 Getting Started: Logging In Open browser Type in in browser address bar On following page, click “Nolij – Test” 4

5 Logging In: Banner Page 5

6 Logging in On the Nolij Web 6 login screen, enter your CNU log in credentials – Username: CNU ID Number – Password: CNU Connect Password Click “Log in” 6

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. 7

8 End User Interface 8 Batch Query Bar Toolbar Workflow Query or Search Bar Document/Form Viewer System Folder Objects System Browser Folder Objects Query Results

9 Main Toolbar 9 Click on drop down to get two options: -Open User’s Guide -About Nolij Web Click on drop down to get two options: -Open User’s Guide -About Nolij Web Work Complete: Used when an automated workflow is in place Clear Query: Used to clear the search bar Scan: Used to scan documents from scanner (Only appears when a folder is open) Click on drop down to get four options: -View Options -Themes -Document Viewer -Form Click on drop down to get four options: -View Options -Themes -Document Viewer -Form Click on drop down to get three options: -Communication Window -Graphical Workflow -User Summary Click on drop down to get three options: -Communication Window -Graphical Workflow -User Summary Role: Changes roles without logging out Logout of Nolij Web

10 Query (Search) Bar Customized specific to your department Contains fields where you perform a search Type the information that you want to find in the appropriate fields 10

11 Query Results 11 Type in Data to Search Click on Name to open folder (Notice Folder Icon is open) The rest of the Query Bar is populated

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 information – Clear search results button to clear query results area before searching for the next folder To prevent leaving a folder open so another can access it: – Clear query boxes – Lock your computer 12

13 Folder Objects Shows the documents in the selected folder 13 Folder Objects Click on Folder to see Objects Click on Document to View

14 14 Can Sort Columns Can Control Which Columns Are Visible

15 Adding New Documents Scanning 1.Open Folder 2.Click the Scan Button on Toolbar 3.If necessary, choose which scanner 4.Check settings a.Black and white b.Select at least 300 dpi c.Front of page only or duplex 5.Click OK or Scan 15

16 Multipage and Using Blank Pages 16

17 Adding New Documents From Computer Drives or Files: Drag and Drop 1.Open the student folder 2.Open both the system and the system objects panels by clicking on the expand button 3.Find the file that contains the document to be added to the student folder, and click on file name 4.Click on document under system objects and drag up to folder objects 17

18 18 Click on Expand Buttons Click on Folder Name Click & Drag Document from System Objects to Folder Objects

19 Naming Documents Documents added are named based on file type – Scanned documents have an image number – Dragged and dropped documents carry over the name from the original file To name a document, right click on the document icon. – A list of document names will appear or you can select from more index types – Click on the name for the document Doc 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” 19

20 20 Naming Documents

21 Customizing a Document Name Right click on document, choose rename This will bring up the box to rename the document 21 Click on end document name until the box around the name turns from black to white The cursor should be already at the end of the document name Type the addition to the name

22 Indexing a Sub-Folder Two Ways: 1.Under folder objects, click on document and drag to correct tab 2.Right-click on the document, select sub-folders, and select the correct tab 22

23 Deleting Documents Your user role determines if you can delete a document To delete a document – Right-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 23

24 Recovering Deleted Documents Your user role determines if you can recover deleted documents To recover deleted documents: – Right-click on the folder that contains the deleted document you want to recover – From the popup menu, select “Recover Files in Folder” The Document Recovery dialog box appears – To 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. 24

25 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 revert back to image012345.tif Delete – Must have rights 25

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27 Other Items on “Right Click List” Properties File Recovery: Recover files in folder History: To view folder history information, which provides information about the movement through your workflow – History is not displayed for folders not in your workflow or any other workflow. 27

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29 Document Version Control Documents can be edited and saved again in Nolij Web – Document type must be configured for version control – Make changes and click the save button – Close the document – Complete comment field on versioning document window – Click ok You can look in properties under the version tab to see the details on editing and versions 29

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33 Document Display Display—Customizing the user view – Can increase the size of the document viewer – Preference button on main toolbar – Can change layout View options Horizontal: Query bar across top Vertical: Larger document viewer area – Can change theme (colors) – Can hide bookmarks section in document viewer – Can detach the form from the document viewer to a separate window 33

34 34 Horizontal View Option

35 35 Vertical View Option

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37 Maximize: Allows Document Viewer to take up the entire screen 37

38 Maximized View Restore to Normal View 38

39 Display—Imaging Toolbar Will appear once you select a document within a student folder Helps with viewing documents Change the size of the documents – Zoom in: Makes prink larger – Zoom out: Makes print smaller – Best fit: Puts whole document in view – Zoom in Width: Fills up the viewer 39

40 Display—Imaging Toolbar Change the orientation of the document – Rotate left & right – This is considered a change to the document and will be auto saved 40

41 Display—Multi-Page Documents To create multi-page documents – Select the first document you want to merge into – Then hold ctrl and click on the document you want to merge into – Select ‘merge selected’ example in next slide Note: make sure you pick the order you want the pages to be in. 41

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43 To Extract a Page from a Multi-Page Document Find the page you want to extract Click 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 objectives Name will be page no. of… “name of original document” 43

44 Display—Bookmarks To bookmark a page – Find the page in the document – Type description or name of the bookmark (this is in the tool area of document viewer) – Click on the Add/Delete bookmark button – Repeat for each page Note: The bookmark functionality will only appear if a document is multi-page. This feature can also be hidden 44 Name Section Next & Previous Bookmark Add/Delete Bookmark

45 Display—Print Must have rights to print To Print: – Open document to print – Click on the print icon on the imaging toolbar – Print Wizard pops up – Follow instructions in Wizard – Note: Annotation will print if the document has them. Currently, there is no functionality to disable the annotation when printing. 45

46 Annotations Able to make information stand out on a certain document – Highlighter, circle, square Able to hide information – Redaction Able to make notes on a certain document – Text – Sticky Note – Stamps: CNU does not have this tool currently; however, if we have a need in the future, we can add it. 46

47 Annotations Button looks like a wrench Users without annotation rights will be able to see annotations but cannot add/delete them 47 Click on Drop Down to Select all Annotations Types

48 Annotations—Highlighting Click and Drag a Box around the Area to be Highlighted 48

49 Annotations—Circle Click and Drag over area to be circled 49

50 Annotations—Redaction Click and Drag a Box around the Area to be Redacted 50

51 Annotations—Free Text 51 Click and Drag Over Area to Create Text Box Then Type Note(s)

52 Annotations—Square 52 Click and Drag over Area to be Squared Off

53 Annotations—Sticky Note 53 Click and drag to create the area, then type note(s)

54 Annotations—Customizing 54

55 Annotations—Hiding Annotations 55

56 Annotations—Editing To move an annotation – Click arrow button on imaging toolbar – Click on the annotation to be moved – click and drag annotation to new location To delete an annotation – Right click on the annotation – Click on “delete annotation” 56

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 57

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 58

59 Batches Batches 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 indexed – Can add documents like student folder 59

60 Batches You can have multiple batches to hold different types of documents – Today’s mail – Applications – Counselor A-D – Seminar Documents (Permanent Holding Place) 60

61 Batches To open a current batch: – Click on the drop down arrow beside the batch’s blank field – Select name of batch to open – Under query results, click on batch name to open 61

62 Batches To create a new batch: – Click in the batch box and type the name of the batch – Click ok – A wizard will appear, click yes – Under query results, click on batch name to open To allow multiple search results to display at once, uncheck “Clear All Results Before Each Query” 62

63 63 Uncheck to Allow Multiple Results to Display

64 Batches—Lock Query Results Locking the query results prevents the folder from accidently going away Your 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. 64

65 Batches-Lock Query Results To lock the query results – Right click on the query “Paper” icon – Click on “Lock Query Results” – Repeat to unlock the query results 65

66 Batches—Indexing to Folders To index documents in a batch to folders: – Lock batch and open batch folder – Look at the first document to determine which student it belongs – Type in student ID or name in the query bar – Click on the document under folder objects, drag a student folder under query results until the folder name turns blue – Open the student folder and name the document (documents can also be named in the batch before moving to folder) 66

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 bars Use the clear search fields and clear search results buttons 67

68 Batches—Indexing to a Batch To index documents in a folder to batch: – Lock folder and open folder – Click on the document under folder objects, drag to batch folder under query results until the batch folder name turns blue To 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 68

69 Batches—Moving Between Folders Batch to folder Folder to batch Folder to folder 69

70 Batches To 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. 70

71 Forms Forms are a way to pull information from Banner Department specific for the type of role being performed Information can be viewed that relates to the folder that is opened 71

72 Forms To open the form: – At the bottom of the document viewer, you should see a form bar – Click on the maximize button – Open a folder – Information will appear in the form – To detach a form, select the detach button – To select another form, click on the drop down 72

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74 Forms—Adding a Note 74 Type in Note Click the Save Button

75 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 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 75

76 76 Sample Workflow

77 77 Workflow Bar Step 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 folder – Automatic workflow: the system will move the folder automatically based on policies 78

79 Workflow—Manual To move a folder manually through the workflow: – Open folder – Click on the drop down arrow on the workflow bar – Choose the inbox to receive folder – The new location will show on the workflow bar Inboxes are highlighted blue to indicate that a new folder has entered them – The folder is now sent to that inbox Click on query results to move all folders in query to an inbox 79

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82 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 work – Click on the “Work Complete” button on the main toolbar – A Wizard will pop up stating whether or not the folder will be moved and where to – If needed, click ok to move to the next step (or cancel to keep folder where it is) 83

84 Workflow—Viewing Inbox To view the items in the inbox – Click on the inbox – Inbox detail window opens – Select the folder to open and click the open button – The folder will open automatically 84

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86 Workflow—Sorting Inbox 86

87 Workflow—Folder Priority 87

88 Remove Folder form Workflow 88

89 Communication Collaboration – Communicate with other Nolij Web users See who is in Nolij Web Users must have permission to use collaboration – View information – View debug messages (optional) 89

90 Communication 90 First, Click on Tools in the Top of the tool bar and then click on Communication Window In the Next Window, Click on the Collaboration Tab Double Click on a Person’s ID Number to Message Them via Nolij

91 Other Tools User Summary: under the tools button (beside preferences on the toolbar) 91

92 Other Tools Graphical Workflow 92

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