1. Nolij Web End User Training Version 6.2 Nolij Corporation

2. Introduction to Nolij Web

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

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.

5. Nolij Web

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

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

8. Understanding ‘Web-Based’ Nolij Web is Deployed via Web Server Runs in a Web Browser All Browser/Server Communication via HTTP No File Shares or Network Mapping Truth: No Such Thing as Zero-Footprint Imaging – Even Pure Java/Web Solutions Require Desktop Install (e.g. JRE 1.6)

9. Documentation Documentation in Acrobat PDF On Support Site For Nolij Administrators In Nolij Web. Press the Button.

10. 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

11. Getting Started

12. 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

13. Rights RIGHTS are What is Allowed Different ROLES have Different RIGHTS Possible Rights: – Access to Messaging – Access to Different Document Types – View, Edit, Add, Index or Delete Documents – Email or Print Documents – Access to a Folder in Workflow – NOTE: Delete Rights Should be Limited.

14. 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

15. 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

16. How Labs will Work Each User will get their Own Username and Password Each User will get a List of 3 – 5 Student Names Each User has Access to a Folder on the Computer with Test Documents While NolijWeb can be Customized to any Department, Labs will be Set Up as a Sample Admissions Office

17. Logging In

18. Logging In

19. V6 uses NolijWeb.htm Start Page Enter User Login Credentials – Enter Username – Enter Password – Click on “Log In” Button If User does not have Valid Credentials, then You will see this Error Message on Next Slide

20. Logging In – Error Messages

21. End User Interface

23. Toolbar Workflow Batch Query Bar Query or Search Bar Query Results Folder Objects System Browser System Folder Objects Form Document Viewer

24. Main Toolbar Click on drop down to give two option: -Communication Window -User Guide -About Nolij Web Work Complete - is used to when an automated workflow is in place Clear Query - is to clear your search bar Click on drop down to give two option: - View Options - Themes Role – Change role without logging out Logout – this logs the user of out Nolij Web

25. Search Bar

26. Query or Search Bar The Query is Customized Specific to Your Department and Search Requirements. Types of Folders that can be Searched: Students Employees Alumni Vendor Courses

27. Query Bar

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

29. Query Results

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

31. Most Important Buttons The Two Most Important Buttons in Nolij Web – Clear Search Fields - to Clear Query Bar boxes – Clear Search Results - to Clear Query Results area Use the Clear Search Fields and Clear Search Results Buttons Before Search for the Next Folder.

32. Clear Search Fields Andy appears when I search for “Smith” When I type in “Collins” the Last Name box, I get a result of 0 queries. WHY?

33. 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.

34. Sub-Index Query Can Search on a Secondary Value Examples: – Invoice Numbers – Gifts or Gift Numbers Sub-Index items with Associated Document will Show a Blue “Paper Icon” Sub-Index Items without an Associated Document will Show a Blue “Paper Icon” with a Not Symbol on it

35. Sub-Index Query Search for Sub-Index item will Return Folder and Only the Sub-Index Item

36. Sub-Index Query Search for Folder item will Return Folder and All the Sub-Index Items

37. Lab – Query Bar Look Up a Student and Open Folder 1)Name 2)Student ID 3)Use Wildcard 4)Sub-Index Query a)Search Using a Gift Number b)Search Using Folder Name

38. Folder Objects

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

40. Folder Objects Click on Folder to see Objects

41. Folder Objects Click on Document to View

42. Folder Objects Can Sort Columns Can Control Which Columns Are Visible

43. Adding New Documents

44. 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 – Naming the Document

45. Add a Document - Scanner 1.Open Folder 2.Click the Scan Button on Toolbar 3.If Necessary, Choose Which Scanner 4.Check Settings Black and White 200 dpi Front of Page Only or Duplex 5.Click OK or Scan Note: The Scan button will only appear once a student folder is selected/highlighted

46. Add a Document - Scanner For Multi Page Click on the Drop Down Next to Scan Button

47. Add a Document – Drag and Drop Open Student Folder Open both the System and the System Objects panels Drill Down to File that Contains the Document to be Added to the Student Folder and Click on File Name 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.)

48. Add a Document – Drag and Drop Click on Document Click on File Name Click on Expand Button

49. Add a Document – Drag and Drop Drag document from System Objects to Folder Objects

50. Naming Documents

51. Documents Added to NolijWeb are Named Based on File Type Scanned Documents have an Image Number Dragged and Dropped Documents Carry over the File Name From the Original File

52. Naming Documents To Name a Document, Right Click on the Document Icon A List of Document Names will Appear Click on the Name You Want to the Document to be To Rename a Document, Right Click and Name Again

53. Naming Documents Need Picture of Document List

54. Naming Documents Able to Customize a Document Name 1.Right Click on the Document 2.Choose Rename 3.This will Bring Up the Box to Rename the Document 4.Click on the End Document Name Until the Box Around the Name Turns from Black to White 5.The Cursor Should be Already at And of the Document Name 6.Type the Addition to the Name

55. Naming Documents Document Name from Right Click List Custom Document Name

56. Indexing to A Sub-Folder Can Index a Document Further so That It has More Information Index to a Sub-Folder Sub-Folders are Located in the Folder Objects Section Examples of Possible Sub-Folders: – Aid Year – Term Code – Custom Names

57. Indexing to A Sub-Folder These are all the subfolders Assigned

58. Indexing to A Sub-Folder Two Ways to Index 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.

59. Indexing to A Sub-Folder Click and drag the document to the sub folder

60. Email Can Email Documents Out of Nolij Web Must have Rights to Email To Email: 1.Open Document to be Emailed 2.Right Click 3.Choose “Email ” 4.Email will Pop Up

61. Email

62. 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 Image012345.tif Delete Must have Rights

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

64. Lab – Adding and Naming Documents 1.Add Document from Scanner 2.Add Document from the System Brower 3.Name Document 4.Rename Document 5.Give the Document a Custom Name 6.Index to a Sub-Folder 7.Email a Document 8.Duplicate a Document 9.Reset the Name of a Document 10.Delete a Document

65. Document Display

66. Display – Customizing the User View User Able to Customize the User View Can Increase to Size of the Document Viewer Can Customize the Index List

67. Display – Customizing the User View 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 the Workflow Bar

68. Display – Customizing the User View

70. Display – Enlarging Document Viewer Two Option for Enlarging Document Viewer Maximize – Takes Up the Whole Screen Default Layout– This Pushes the Document Viewer Down and Query Bar to the Top

71. Display – Enlarging Document Viewer Maximized View Restore

72. Display – Enlarging Document Viewer Default Layout Vertically Maximize

73. Display – Enlarging Document Viewer Vertically Maximized

74. Display – Customize Indexing List Can Customize the List of Documents Uncheck any Document You do not Want on the List Click on the Drop Down for this Option Check or Uncheck

75. Display – Imaging Tool Bar See Page 90 in the End User’s Guide for More Information about Toolbar Icons and Right Click Menu Options

76. Display – Imaging Toolbar The Imaging Toolbar will Appear Once You Selected a Document Within a Student Folder. Helps with Viewing Documents Change the Size of the Document Zoom In – Make Print Larger Zoom Out – Make Print Smaller Best Fit – Puts Whole Document in View Zoom to Width – Fills Up the Viewer

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

78. Display – Multi-Page Documents This Provides You with the Page Number The Total Number of Pages in Document To Create Multi-Page Documents 1.Select the First the Document You want to Merge into… 2.Then Hold ctrl and Click on the Other Documents You Want to Merge 3.Then Right Click on the Document You Want to Merge into 4.Select ‘Merge Selected’ Example in Next Slide. Note: Make Sure the You Pick the Order You the Pages to be In Page NumberPrevious & Next PageTotal Number of Pages

79. Display – Multi-Page Documents

80. To extract page from multi-page document 1.Find the Page You Want to Extract 2.Click on “Extract Page From Document” (This is in the Tool Area of Document Viewer) 3.Answer the Prompt (“Would you like to delete the extracted page from the original document?”) 4.A Copy Appears in the Folder Objects. 5.Name will be Page No. of…. “Name of Original Document”

81. Display – Multi-Page Documents Click Extract Icon

82. Display – Multi-Page Documents

83. Extracted Page

84. Display – Bookmarks Some Multi-Page Documents are so Large that it is Difficult to Search Pages can be Bookmarked To Bookmark a Page 1.Find the Page in the Document 2.Type Description or Name of the Bookmark (This is in the Tool Area of Document Viewer) 3.Click on the Add/Delete Bookmark Button 4. Repeat for Each Page Note: The Bookmark Functionality will Only Appear if a Document is Multi-Paged

85. Display – Bookmarks Name Section Add/Delete Bookmark Next & Previous Bookmark

86. Display - Print Can Print Out of Nolij Web Must have Rights to Print To Print: 1.Open Document to Print 2.Click on the Print Icon on the Imaging Toolbar 3.Print Wizard Pops Up 4.Follow Instructions in Wizard NOTE – Annotation will Print if the document has them. Currently There is No Functionality to Unable Annotation when Printing

87. Lab - Display 1.Enlarge/Reduce Document Viewer From Preferences Using Buttons on Imaging Toolbar 2.Change Theme 3.Customize Index list 4.Imaging Toolbar Changes sizes Rotate 5.Create a Multi-Page Document (10 Pages)

88. Lab - Display 6.Extract Page from the Multi-Page Document 7.Bookmarks Create 2 Bookmarks Navigate to each Bookmark 8.Print

89. Annotations

90. Able to Make Information Stand Out on a Certain Document Highlighter Open Rectangle Lines Able to Hide Information Filled Rectangle Able to Make Notes on a Certain Document Text Attach-a-Note Stamps

91. Annotations Click on Drop Down to Select all Annotations Types

92. Annotations - Highlight Click and Drag a Box Around the Area to be Highlighted

93. Annotations – Redaction Click and Drag a Box Around the Area to be Redacted

94. Annotations - Stamp Click and Drag to Create the Area for Stamp

95. Annotations - Line Click and Drag the Cursor Where You Want the Straight Line

96. Annotations - Circle Click and Drag over area to be circled

97. Annotations – Free Text Click and Drag Over Area to Type Note(s)

98. Annotations - Square Click and Drag Over Area to be Squared Off

99. Annotations – Sticky Note Click and drag to create the area, then type note(s)

100. Annotations - Customizing

101. Annotations – Hiding Annotations

102. Annotations – Stuff to know To Move an Annotation 1.Click on the Annotation to be Removed 2.Click an Drag Annotation to New Location To Delete an Annotation 1.Right Click on the Annotation 2.Click on “Delete Annotation Only Users with Annotation Rights will be able to Add/Delete/Move Annotations Users Without Annotation Rights will be able to see Annotations but Cannot Add/Delete Them

103. Lab - Annotations 1.Make Annotations a)Straight Line b)Highlighter c)Filled Rectangle d)Attach-a Note e)Stamps 2.Customize Annotations a)Straight Line – Change color b)Highlighter – Change color c)Filled Rectangle – Change color d)Attach-a Note – Change color, font, font size, font color

104. Text Searching

105. Can Search for Text on Documents in NolijWeb Two Ways to Search For Text 1.Context Search on Query Bar a)All Documents b)Takes a While to Search 2.Text Search in a Specific Folder a)Searches in Current Folder Only b)Much Quicker

106. Context Search Type Text to be Searched Results: Documents with Text

107. Context Search Click on Document Name - Will Only List that Document in the Folder Objects Window

108. Context Search Click on Folder Name: All Documents Will Show in the Folder Objects Window

109. Text Search in Folder Objects Click on Drop Down and Choose “Filter On” - Document Text Enter the Text to Search on and Click on Arrow Key

110. Lab Search for Text in the Folder

111. Batches

112. Batches are a “Virtual to be Filed Folders” Can be Used as a Temporary Holding Place for Documents Waiting to be Indexed Can Add Documents like Student Folder Can have Multiple Batches to Hold Different Types of Documents Today’s Mail Applications Counselor A – D Seminar Documents (Permanent Holding Place)

113. Batches To Open a Current Batch 1.Click on the Drop Down Arrow 2.Select Name of Batch to Open 3.Under Query Results, Click on Batch Name to Open

114. Batches To Create a New Batch: 1.Click in the Batch Box and Type the Name of the Batch 2.Click OK 3.A Wizard will Appear, click Yes 4.Under Query Results, Click on Batch Name to open

115. Batches – Lock Query Results Locking the Query Results Prevents the Folder from Accidently Going away To Lock the Query Results: 1.Right Click on the Query 2.Click on “ Lock Query Results” 3.Repeat to Unlock the Query Results

116. Batches – Indexing to Folders To Index Documents in a Batch to Folders: 1.Lock Batch and Open Batch Folder 2.Look at the First Document to Determine Which Student it Belongs 3.Type in Student ID or Name in the Query Bar 4.Click on the Document under Folder Objects, Drag to Student Folder under Query Results Until the Folder Name Turns Blue 5.Open the Student Folder and Name the Document (Documents can also be Named in the Batch Before Moving to Folder)

117. Batches – Indexing to Folders Drag the document

118. Batches – Clearing the Search Fields Since Batches is 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

119. Batches – Indexing to a Batch To Index Documents in a Folder to Batch: 1.Lock Folder and Open Folder 2.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) 1.Lock Folder(1) and Open Folder(1) 2.Click on the Document Under Folder Objects, Drag to Folder(2) Under Query Results Until the Folder(2) Name Turns Blue

120. Batches – Moving between folders Batch to Folder Folder to Batch Folder to Folder

121. Lab - Batches 1.Create Batches – Today’s Mail – Applications 2.Put Documents into All Batches 3.Move Documents from Batches to Student Folder 4.Move Documents from Student Folder Back to Batch 5.Move Documents from Student Folder to Another Folder

122. Forms

123. Forms are a Way to Pull Information from the SIS System Custom Built for the Type of Role Being Performed Information can be Viewed that Relates to the Folder that is Opened If Allowed, the SIS System can be Updated from a Form in Nolij NOTE – Nolij is NOT a Replacement for the SIS, but a Tool to Work with the SIS

124. Forms To Open the Form: 1.At Bottom of Document Viewer, You Should See a Form Bar (You will Only See this if You have been Given Rights to Forms) 2.Click on the Maximize Button 3.Open a Folder 4.Information will Appear in the Form 5.To Detach a Form, Select the Detach Button Detach Button

125. Forms

126. Forms – With a folder selected

127. Forms – Adding a Note Type in Note Click the Save Button

128. Forms – Note Added New note is added

129. Reports

130. Can View Reports Containing Data from the Current Process – Pie Chart – Line Chart – Area Chart – Point Chart – Bar Chart Example: Number Folders in Workflow

131. Reports Click View Report Button Select Report to View

132. Workflow

133. Workflow in NolijWeb is Designed to Replicate the Flow of Folders Throughout the Office Folders are Routed Based on Rules of the Department

134. Workflow

135. 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

136. Workflow Inbox Workflow Bar Step of the Workflow

137. Workflow A User can Manipulate the Order of Inboxes and the Workflow Bar to His or Her Preference To Arrange Inboxes: – Click on the Label of the Inbox – Drag the Inbox Until it is in Position – HINT: Move the Workflow Bar so that is at the Bottom of the Rest of the Inboxes for Easy Access. The Workflow Bar will be Used the Most of Any Section of the Workflow.

138. 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

139. Workflow - Manual To Move a Folder Manually Through the Workflow: 1.Open Folder 2.Click on the Drop Down Arrow on the Workflow Bar 3.Choose the Inbox to Receive Folder 4.The New Location will Show on the Workflow Bar 5.The folder is Now Sent to that Inbox

140. Workflow - Manual

142. Once a New Folder has been Added to an Inbox, the Inbox Label Turns Blue After a Minute as an Alert to the Owner

143. 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 – Click OK to Move to the Next Step (Or Cancel to Keep Folder Where it is)

144. Workflow – Viewing Inbox To View the Items in an Inbox: 1.Click on the Drop Down Arrow on the Inbox 2.Select the Folder to Open 3.The Folder will Open Automatically (the Double Squares will be Blue Showing that the Folder was Opened Using an Inbox)

145. Workflow – Viewing Inbox

146. Workflow - Customizing Right Click on the Workflow for the Following Option: – Sort by Date – Sort by Alphabet Right Click

147. Communication

148. Collaboration – To Communicate With Other Nolij Web Users See Who is in Nolij Web Users Must Have Permission to Use Collaboration View Information View Debug Messages

149. Collaboration

150. A New Window Panel Opens Type and Click Send

151. Collaboration Messaging will be displayed here

152. Collaboration To Read a Message Again: – Click on the Drop Down in Pop Up Box – Click on “Show All History”

153. Other Communication Tabs Console Tab – Shows System Informational Messages Debug Tab – Shows Debug Messages – Pass any Messages in this Tab to the Nolij Web Administrator

154. Lab - Communication 1.Open the Communication Window 2.Who is Connected? 3.Contact Another User 4.Reply to Another User

155. Scanning & Retention

156. Scanning Best Practices Keep Scanner clean – Clean Scanner Glass – Periodically Clean Scanner of Dust, Dirt, Etc – Follow Scanner Manufacturer’s Instructions Remember: REMOVE ALL STAPLES AND PAPER CLIPS BEFORE SCANNING

157. Scanning Best Practices Use a Good Original Use Black and White Setting – Smaller File than Greyscale Set Resolution to 200 Dots Per Inch (dpi) Set Output File to Tagged Image File Format (TIFF) Use Scanning Tools to Improve Scan Quality

158. Scanning Best Practices It is Very Important to Test Scanner Settings with Different Types of Originals. Find Various Originals to Test Such as a Transcript, an Application, a Thin Triplicate Form, and/or a Color Form. The Settings For a Transcript May Need to be Different Than a Standard Black and White Original.

159. Retention Policy Check Institution and State Policies for Keeping Hard Copy Originals – Transcripts – Original Signatures Check Institution and State Policies for Keeping Virtual Documents – New Students – Denied Applicants

160. Test Plan

161. Test Plan for Nolij Web It is Important to Test the Nolij Web System Before Going “Live”. Nolij has Designed a Test Plan for All Clients to Complete. Test Plan Handout