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OnBase Demo
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ONBASE WORD DEFINITION EXAMPLEDocument Type The name of the document
which is typically prefixed by your office acronym
CGPS ResumeCGPS Application - Program
Keyword Searchable field Last Name, First Name, ID
Document Type Groups
A Document Type is associated to one Document Type Group
Payroll, Purchasing, Registrar, Financial Aid, Graduate Studies
Indexing Assigning keywords to a document type
CGPS Application – Program: George, Washington, 1234
Batch Import Rather than storing documents one at a time, import several
Sweep Scanning to a network file store and then importing the documents into OnBase to be indexed.
Unity Software used to access OnBase documents
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Security• SSL encryption• Email Link vs. Attachment• Timeout• Document Type Security• Keyword Security
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High Availability• Two copies of each document• Database will be mirrored by early Spring
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Accessibility• OnBase Unity Client• iPad App• Web• Outlook 2010
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How do we get files in?• Batch Mode• Ad Hoc Import (one at a time)• Print to OnBase• Outlook 2010
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How do we get files in?Batch Mode
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How do we get files in?Ad Hoc Import
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How do we get files in?Print to OnBase
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How do we get files in?Print to OnBase
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How to we get our files in?Outlook 2010
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How do we get files out?• Banner Integration• Custom Query• Retrieval• Outlook 2010• Folders
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How do we get files out?Banner Integration
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How do we get files out?Custom Query
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How do we get files out?Retrieval
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How to we get files out?Outlook 2010
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How to we get files out?Folders
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Cost EstimateImporting Batches
Method Description Benefits Scanner OnBase License (one time cost)
Maintenance (covered by IT)
Individual Scanner (Fujitsu)
Scan into OnBase using a desktop scanner.
-Barcodes can be used to automatically fill keyword values
$1,100 $2,000 $400/year
Network Scanner (Ricoh)
Scan files from Ricoh to a network drive. Then use OnBase to sweep/import files into OnBase
- Least Expensive
- Need to know how to configure Ricoh to scan as image and 2 sided
$0 $500 $100/year
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OnBase Wiki Space
https://wiki.millersville.edu/display/onbase/Home
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Phase Description Approximate Duration
Discovery Determine document types, keywords, custom queries, users.
2-4 hours
Deliverable: Document Taxonomy
IT creates a report of all the documents, keywords, users, custom queries
1–2 weeks
Validation Office validates Document Taxonomy
1-2 weeks
Configure IT configures the OnBase Test system
1-2 weeks
Functional Testing Office logs into Test system and verifies accuracy and submits last minute changes.
1-2 weeks
Training IT provides training to end users 1 hour
Go Live Office begins using OnBase in production
Project Timeline