OnBase

In this course, you will learn how to access and use OnBase - Premier's document management system.

The course includes a number of demonstration videos.  If you find them hard to see then click the expand button.

At the end of each section is a short test that helps demonstrate your understanding.  

The course covers six main areas:

  1. Accessing OnBase
  2. Searching for and opening documents
  3. Editing documents
  4. Generating Bizflow tasks from within OnBase
  5. Uploading new documents

Introduction to OnBase

Before you start

When you start working through this training course you will be shown a number of demonstration videos and examples. 

You will find these videos easier to view if you expand them.  You can do this by pressing the expand button in the bottom right hand section of the video.

Which icon can you press to expand a video?

Launching OnBase

OnBase is Premier's Electronic Content Management system (ECM).

OnBase is designed to be the repository of all inbound and outbound client documents, emails and files.

Your must store all documents that you create, send or work on in OnBase.

Only when a document has been added to OnBase is it fully secured, backed up and accessible to all members of the team.  You should therefore make sure that all client documents you are actively working on, or have been completed are added to OnBase and are NOT stored in local network drives.

OnBase does not appear in my list of programs?

If OnBase does not appear in your list of programs then please report this to the IT team and they can arrange to have the application installed for you.  Do this by sending an email to:

IT-Helpdesk@premiercompanies.co.uk 

Your Login

Do not try and log into OnBase until you have completed reading all of this section.

When OnBase starts you will be asked to log in.

You should see the following login screen.

Your username is made up for your first initial followed by your surname, for example:

Andrew Smith = ASmith

As a new user, your password will be emailed to you separately.

If you forget your password then you can request that the system administrator resets this for you.  The system administrators are:

  1. Peter Gowland
  2. Nicholas Hassapis
  3. Adrian Headford

For security reasons Premier's own IT department do not have the ability to reset user passwords.

On your very first visit to OnBase you might be asked to tell the system where to find a special file.  This file links OnBase to Bizflow.  If this happens you will see this screen appear:

Navigate to the following network directory and select the file titled "BizFlow AE Config Premier".

O:\BizFlow AE Config Premier.xml

Once you have selected the file press open.

This should only ever happen on your first visit to OnBase.  If you repeatedly get asked to find this file on future visits then please report this to Premier's IT team:

  1. Email: IT-Helpdesk@premiercompanies.co.uk 
  2. Phone 020 3727 9750 (ext 5550)

Who are the OnBase administrators?

  • Steve Wood
  • Nicholas Hassapis
  • Adrian Headford
  • Tony Savage
  • Peter Gowland

Password policies and security.

OnBase contains highly sensitive and restricted client materials.

Access to OnBase is strictly controlled and is covered by Premier's information security and data protection policies.

As a reminder of your obligations when using this, or any of Premier's other systems, you must observe the following password security principals.

  1. Do not write your password down.
  2. Do not share your password with anyone else either internally or externally.
  3. Your OnBase password should be different to your network or other passwords.
  4. In certain exceptional circumstances, you may be asked to provide your password to Premier’s IT manager so that maintenance on your account can be carried out. Once this maintenance has been completed you must immediately change your password to something new.
  5. Never leave your computer unlocked if you are away from your desk. If you are leaving your desk for lunch or a meeting then lock your computer by pressing ‘Ctrl’ + ‘Alt’ + ‘Delete’.  Your computer should never be left unlocked when unattended.
  6. If you plan to be away from your desk for a period of time longer than 30 minutes you must fully log out of OnBase.

OnBase must never be accessed outside of a secure working environment (Premier's offices or at home for remote workers).  This means that OnBase should not be accessed on a train or in a public space. 

Homeworkers should take precautions to ensure that no materials accessed through OnBase could be viewed by members of the public or family members.

Changing your password

You can change your password by pressing the OnBase button that is found in the top left hand corner of the application.

From the menu select change password.

Enter your new password.

What would the username be for Mary Jones?

Indicate which statements are true or false.

  • I should use the same password for OnBase as I do for logging into the network.
  • I should fully log out of OnBase if I am away from my desk for more than 30 minutes.
  • I should lock my computer everytime I leave my desk.
  • I should give my password to my team leader if they need to look at my work.
  • I should give my password to the OnBase administrator if they ask for it.
  • I can access OnBase at home.
  • I can access OnBase whilse on the move.
  • I should write down my password so I don't forget it.

What information should be stored in OnBase?

  • Premier company policies.
  • Draft reports and letters.
  • Completed reports and letters.
  • Benefit statements and scheme event files.
  • Client financial and accounting data.

Try logging in

You should now try logging in to OnBase for the first time.

Searching and opening documents

Navigating OnBase

When OnBase loads you should see the following home screen.  This can be updated and adapted to your individual needs.

The main navigation panel for OnBase is found on the top bar.

Custom queries

Let's start by looking at the Custom Queries option.

Custom queries are individually designed searches.  They allow you to search for specific scheme, member or financial data.   Each custom query is individually designed and built around the specific types of files you are trying to retrieve. 

Here we are going to show how to find a member document for member Mr 'Smith-Example'.  Using the 'Member Search' custom query.  We are using the member's surname to find the document we want but you can use any single or multiple entries in the search box to find the information you want.

The search entry criteria changes depending on which custom query you select.  The entry fields will adapt to each unique search that has been created.  Here you can see the search entry terms for a scheme control file search.

Custom queries can be created for any purpose or to help find any type of document that is frequently used.  If you would like a new custom query added to help you find documents then please ask one the OnBase system administrators.

You can add a custom query to your own personal home screen for easier reference later on by right-clicking on it and selecting 'Add to Personal Page'

The search will then appear on your personal page.

You can even add specific documents to your homepage that you use frequently.  This means you don't have to create a new search for the document every time you want to open it.

Once you have the document you want to reference, use your right mouse button and select 'send to' then 'my personal page'.

The document then appears on your Personal Page for one-click browsing.  You can add as many searches or documents to your home page as you want.

Designing your own queries

You can create your own document search by using the retrieval option.

This option allows you to design your own search based on the document types and groups stored.

In this example we are going to design a search that will return all membership booklets.  You can limit the search by member, scheme or activity using the drop down boxes provided.

Query history

Using query histories you can see all of the most recent previous searches you have completed.  

File Cabinets

File cabinets allow you to browse the file structure and underlying documents.  

This is the slowest form of file retrieval.  You should also not that you cannot browse any member event documents.  File cabinets will only show scheme event folders and files. 

Re order display results

You can easily reorder any display results within OnBase by dragging and dropping any of the fields/headers displayed. This will dynamically change how the search results are displayed.

 

Match these types of searches to the correct definition

  • Custom queries
    are designed specifically for the type of search you need and can be created for you.
  • File cabinets
    is the slowest type of document retrieval.
  • Retrieval
    allows you to design your own search.
  • File cabinets
    only shows scheme level documents.

Which menu item would you press to search for member type documents?

Generating a task from within OnBase

Creating a work event from an existing document

You can create a BizFlow work event from any document within OnBase. 

When you have opened your OnBase document go to the Task Tools menu and from here you will see an option for 'Execute Task'.  Click on this to generate a Bizflow work event (Send Trigger Notification).

The system will then ask you if you want to create a task based on the documents current indexing information or if you want to create a new task based on a different work task.  For example, if the document is saved as a transfer then you can create a transfer event by clicking on the Use Default option, or you can create a different type of event by clicking on the Use Alternate option.

Here, we have selected Use Alternate.  You can then use the drop-down menu to select the workflow you want to generate.

Once your workflow request is submitted you will see a confirmation message.  It can take up to 30 minutes for the work event task to reach Bizflow.

Creating a work event from a new document

You can automatically create a Bizflow event from a new document through setting a flag on the indexing criterea.  This is covered later on under adding documents to OnBase.

Sleeping or pending Bizflow tasks

When you launch a new event in OnBase it will look for existing processes that are at a pend (waiting) status.  Instead of creating a new event in Bizflow, OnBase will simply re-start the pending task.  You do not have to do anything, the system will automatically follow this process.

Where no existing pending event exists, OnBase will create a brand new event.

What function do you use to create a Bizflow event from an existing document?

  • Batch processor
  • Execute task
  • Execute event
  • Start process

Which of these statements is true or false?

  • You can only generate a new task based on the current documents description and work type.
  • You could launch a transfer event from a retirement document within OnBase by using the 'Use Default' function when pressing trigger event.
  • The execute task function is found in the document menu.
  • The 'use alternative' function will allow you to launch a task that is different to the current classification of the document.
  • Tasks launched through OnBase will show up in Bizflow straight away.

Editing documents

Editing documents in OnBase

OnBase has an automatic editing and revisions function.  There is no need, therefore, to check documents in and out of the OnBase store if you want to edit them.

This example shows how to search, find, open and edit an existing document within the OnBase store.

OnBase will always automatically open the latest draft of a document.  You can, however, compare or view any changes by pressing the revisions button.

OnBase also comes with a notes option that allows you to append notes or further information to documents. 

Only team leaders and managers have the option to delete documents once they are added to OnBase. 

Say whether the following statements are true or false

  • You have to check documents out of the OnBase store to edit them.
  • OnBase stores all version histories of edited documents.
  • Anybody can delete documents from the OnBase store.
  • You can edit files directly in the OnBase browser and the history will be automatically recorded.

Where would you press to see earlier versions of a document?

Adding documents to OnBase

Batch loads and individual loads

There are two main ways of uploading documents into OnBase.

  1. Batch loads - these are reserved for large-scale imports either from client email mailboxes or through the daily post-scanning process.
  2. Individual loads - these are single documents you upload through Word, Excel or Outlook.

We will look individually at these processes for uploading documents.

Batch loading documents

Batch loads

Batch loads get automatically passed from either the scanner, the daily incoming post or a client email account into a scan queue.

Select the batch processing option from the main navigation menu to see the current contents of the scan queues.  Anything in the scan queues has not been indexed or launched as work items and is awaiting processing.

The first thing you should do in the batch processing menu is to select the scan queues you want to see.  You should only select the scan queues that you are responsible for.  This will either be a pension scheme or a specific task such as daily scan.

Add or remove visible scan queues by moving them into the 'Display Scan Queues' box.  Once completed press OK.

You are responsible for monitoring the scan queues for your function or scheme.

Select the batches of documents you want to start indexing and select the 'Start Indexing' function.

The indexing window will then load.

In this example, we show how to index a document against a member record.

Individual loads

Individual loads

All of your Microsoft applications come pre-configured with an OnBase add-in.  This allows you to search existing documents from the library as well as letting you add new ones to it.

Using the same indexing methods as you would for batch documents you can save documents directly into the document store using the save function provided.

Contact Premier's IT team if the OnBase add-in bar does not appear in your MS Office applications.

Dragging and dropping documents

You can upload multiple documents for indexing by dragging and dropping them from your desktop into OnBase.  This will create a list of documents waiting to be processed and indexed.

This video demonstrates how to do this.

 

Upload non MS Office formats

Sometimes you will need to upload a document that is not in an MS Office format - PDF for example.  You can upload any document by using the UPLOAD function within the OnBase application.

This will typically be PDF files but it can also cover images other file formats like Profund calculation outputs.

Start by clicking on the Upload menu item.

Use the Browse option to find the file you want to upload.

Find the file you want to add.

You can then index your document from within OnBase.  Indexing has been covered in earlier steps.

Indexing member files

When indexing member information the only entry that is required is the membership reference.

When you populate this field, you can use cut and paste from the document, or type it in, all other fields except the document description and File Type will automatically get populated.

In this example, we entered the member reference number of EXM0001 and the system automatically added:

  1. Scheme name
  2. Surname
  3. Initials
  4. Date of Birth
  5. National Insurance Number

The only other fields you need to add are:

  1. File type
  2. Document description

Creating a Bizflow event from a new document

By default, OnBase will not automatically launch a work item within Bizflow when a document is added.  You need to tell OnBase if you need a work task created when you add a document.

To create a work event from a new document that has been added, change the flag on the 'Event' field to YES.  After the document is filed a work event will appear in Bizflow within 30 minutes.

Change the Event flag to yes to generate a Bizflow task.

Answer the following questions about indexing

  • Batch loads
    are for processing bulk document imports.
  • PDF files
    can be uploaded using the Upload function.
  • MS Office documents
    can be uploaded using the office add-ins.
  • Individual loads
    are for single documents you add througout the date.
  • Print scans
    will appear in Batch Processing.

What function do you use to create a Bizflow event from a new document?

  • Execute task
  • Updating the event field on the document keywords
  • Send trigger notification

Which menu item would you press to start indexing daily post?

Which menu item would you press to upload a PDF into OnBase?

Other functions

Cross-references

To help you more easily navigate around the system, and to help you connect with common documents OnBase is pre-built with a number of cross-referenced documents.

Cross references are set in the background and link certain documents to other key reference materials that you might find useful.

For example, if you are looking at a retirement quotation document then you may also want to look at the scheme's booklets, Deeds or announcements.  OnBase will link these documents automatically for you through the cross-references tools.

 

In the example below we will search for a document, find it and then open up cross-references tab to see that OnBase has automatically found the corresponding scheme booklet.

You can also access the cross-references option from the document menu.

Internal users mail

OnBase comes with a secure mail function for internal users.  This allows you to send one or more documents to an existing OnBase user without it going through Outlook.

The advantages of this are that the mail is sent securely and without any size or performance issues.

To send an internal mail right click on the document, or documents you want to send and select send to > internal user.

This will

 

xdfsdsdfsd

 

Organising your personal page

Using the add to personal page function you can add any number of documents or searches that you use frequently to your personal page. 

This video shows you how to add and organise your personal page to suit your own requirements.

 

Envelopes

Envelopes are packages of different documents that you want to keep together while you work on them or, if you want to share then with another member of the team.  This might be because you are working no a project or task that has lots of documents that you need to reference or use often.

You can repeat this process as many time as you like to add as many documents to a single envelope as you need.  You can either then use the envelope as a reference for yourself or you can share the envelope with another user.

 

File and phone notes

If you deal with pension scheme members on the telephone and need to log a request or document a call you should do this from within OnBase using the forms function.

When you access the Forms panel you will see a number of pre-configured templates covering the main types of member note.  Click on the relevant form to open it.

Fill in the fields of the form starting with the membership reference.  When you enter the member reference the other member fields will fill automatically.

When you finish filling the form in press submit and the note will be saved to the member's record.  It will also create a corresponding BizFlow event.  

If there is a form that you think you will use often you can add this to your personal page for quick reference.  To do this right click on the form and select 'add to personal page'.

The search will then appear on your personal page for quick reference later on.

What would you press to generate a telephone note?

What can you add to your personal page for quick reference?

  • Searches
  • Document links
  • Scan queues
  • Forms

Indicate which statements are true or false

  • Envelopes can be used to batch documents together
  • Envelopes can be shared with other OnBase users
  • Envelopes can shared with external users

Download user guide

Download the user guide for reference later on

Download the user guide by clicking on the link below.

DOWNLOAD THE USERGUIDE HERE

Have you downloaded the user guide?

  • Yes
  • No