Introduction to eForms and Workflow In OnBase For the Finance Center User February 2015 For the Finance Center User February

Starting OnBase When you open OnBase you get this window. Select Workflow This takes you into the queues where you will do your work There are Two ways to get into OnBase Launch the OnBase Client from the Toolbar OR Use Outlook 2 The Unity OnBase is secured through the use of the VPN. This is to ensure that sensitive and confidential data cannot be compromised. Before starting an OnBase session you will need to start the VPN client by going to If you fail to start the VPN the client will not connect. This functionality will be in place in March,

Make This Change! To prevent OnBase from always starting on the first request in a queue and locking it for use by other users, please make the following change to your OnBase set up: Start with the OnBase icon (in the upper left of the form) Open User Options Select Workflow Uncheck the box ‘Automatically select first item in the inbox’ 3

The Queues Pending Submission – Requestor started a request but didn’t finish Pending Approval – Request has been sent to Approver and is waiting to be approved or denied Received – Request has been sent to Finance Center but is not yet assigned to anyone to work on In Process – Request has been assigned within the Finance Center Hold – Finance Center puts Request on hold while waiting for some event Buttons in the ribbon above the form move Requests between queues in the Finance Centers 4

Filtering Queues Filter Queues by using the filters at the top of a column. To only see Departments with the word ‘Resources’ in the title use the drop down to select ‘Contains’ and then in the open box type in the word. The filter will work in each queue and should persist between sessions. 5

The Process Review the Received Queue Assign work to someone; Yourself, another Finance Center Work in the In Process Queue – Return to Requestor: You need them to correct or complete – Assign to Another User: Send request to someone else in your FC to process – Assign to Another Finance Center: Wrong place send over the fence – Assign an Approver: the request needed one or more approvers – add and route – Minor Correction: edit the form, make the correction and save the new version – Review and Complete: it is all good – use the information to complete work in another system – Mark Complete 6

Who is Working the Request Start in the Received Queue. When you click on a request it will open in the bottom window. Use the scroll bar on the right to review the document. The first action you take determines who will work on the document. Use the buttons at the top of the queue to: – Assign it to yourself to work on – Assign it to another person in your Finance Center – Assign it to another Finance Center – Route it to an Approver – Cancel the Request (used very infrequently) When you Assign to Another User or Assign to Other Finance Center you will be presented with a drop down. Select a name and click Submit 7

Working on a Request After you Assign to Me the first thing you need to do is assign an Area. Area is used in metric reporting or to assist in searching. Discuss with your Operations Manager how Area will be used in your Finance Center. From the In Process queue, click on the request you wish to work on and then click the Assign Area button in the top ribbon. You will be presented with a drop down list. Select the appropriate Area and click Submit. 8

Return to Requestor If the request is incorrect or incomplete and needs to go back to the requestor the form needs to be edited and a comment added before returning. From the Request Queue Assign to Me. The form will now be in the In Process Queue. Remember to Add Area. Double click anywhere on the form to put it in Edit mode. Use Comments and Not Finance Center Comments to tell the requestor what to fix Click Save Updates at the bottom of the form Click Route Back to Requestor 9

Adding an Approver If the request needs an Approver or Additional Approver the form needs to be edited and the approver assigned. Double click anywhere on the form to put it in Edit mode. Go to the Approver section at the bottom of the form and add the needed Approver or Approvers Click Save Updates at the bottom of the form Click Route to other Approver 10

Attachments Review: To review Attachments to a Request have your cursor on the request in the queue. Find the tab that says Related Items and Click. The related documents display in the window. Double Click to open. Add: A document can be added to a request after it is received by following these steps: Save the document to your computer Open the appropriate Request Click the Import Related Document button 11

Once the information on the Request is complete and all appropriate approvals have been received, enter the request in Oracle eProcurement. Once the Oracle requisition number is received, go back to OnBase and enter it. From the In Process queue find the request, double click to edit and then enter the Requisition number. If you wish you may also enter Purchase Order number and if you have it the Invoice number. Click Save Updates at the bottom of the form While still highlighting the form in the queue click the Complete button on the top ribbon. Completing the Request 12

Combining Queues You may find it easier to work with the Received and In Process Queues together In the Life Cycles Window Click on Combined Inbox. You will see the pencil symbol. When the window opens click on the arrow to open up the selection and check the queues you want to combine. Click OK 13

Grouping Items in a Queue To group items drag the field up into the space above the list of fields and drop it Now the items are grouped by Department. To eliminate the grouping grab the group item and drag it until you see the White X You can group by multiple fields. For example you could group first by Assigned To and then By Department 14

Search/Retrieval of Forms and Documents You can view a request or documents pertaining to a request by following these steps: Make sure you are on the Home Tab of the toolbar Click on the Retrieval button (binoculars) Your screen will now look like this You can scroll through the list and choose the document type you are searching for 15

Search/Retrieval of Forms and Documents cont’d Double click the document type you are searching, you will now have this screen. You can search using any or all of the fields on the page. Note the following, which you can change by clicking on the button = equals to not equal to “ will match exactly > greater than < less than > = greater than or equal to < = less than or equal to You will most likely do your searches on the = and using the wildcard. IMPORTANT: The wildcard in Onbase is “*” You can also use “?” for a wildcard if you know you are only missing one character 16

Search/Retrieval of Forms and Documents Tips & Tricks You can narrow down by all document types if you know what category the item resides in If you want to clear the selection and start a new search, click on the green arrow at the top of the screen More on Wildcards: * will pull up any number of missing characters *Huff* will pull up a request from Heather Huff Sand* will pull up a request from Sandra Brown ? can be used if only one character is missing *H?ff will pull up a request from Heather Huff S?nd* will pull up a request from Sandra Brown 17

When performing a search you many see a set of double arrow heads. Click to expand and see the additional search fields. Search/Retrieval of Forms and Documents Tips & Tricks 18

Uploading a Document To add a document to a request received in Onbase use the Import Document task on the menu bar at the top of the page. Highlight the document and then click Import Document. Enter the Document Type group, Document Type and then use the Browse button to select the document. Once you see the document previewed and determined it is correct click the Upload button at the bottom of the screen. 19