Introduction to eForms and
Workflow In OnBase
For the Department Administrators
January 2015
Why OnBase
As someone in an OnBase Department Administrator
role you have the ability to look at all requests that are
made within Orgs and Awards that you have access to
see.
• Check the status of requests
• See all requests by type (purchase request, Pcard, MyLS,
etc…)
• Complete a request
• Review attachments
Access, Notifications and Messages
Access:
•
The person who submits a request has the ability to view that request as it makes its way through the
process.
•
Department Administrator is a specific role in OnBase. They have access to the OnBase Unity client and
can view all requests made against Orgs or Awards to which they have access in the Oracle systems. For
someone who does not have this access it can be set up for OnBase only by completing the standard
Security Access form section on Reporting.
•
Approvers have access to requests that are sent to them as a part of the process.
Notifications:
OnBase send notifications to alert people to the status of requests. For example, Submitters receive an email
when a request is received by the finance center and Approvers receive an email when they need to approve.
The emails contain a link that opens the request and allows the recipient to view the request and related
documents.
Do not forward a email to another person. The email is specific to the recipient and will not work for another
user. When you need a copy of an email contact the Finance Center and they can re-send the email.
Error Messages:
Messages are displayed when OnBase needs additional information or when there is a problem. Yellow
messages are informational and Red messages indicate there is a problem that needs to be resolved.
Starting OnBase
There are Two possible ways to get into
OnBase
• Launch the OnBase Client from the
Toolbar
OR
•
Some Outlook installations have
OnBase configured
OnBase uses Single Sign On so enter your
NetID and Password when prompted.
Starting OnBase
To see requests from your department select Workflow or use Custom Queries or
Retrieval to select specific transactions.
This takes you into the queues where
you see the different requests by type:
Pcard, Purchase Request, MyLS, etc…
Starting OnBase
You can change the start page in OnBase to either the
Custom Query page, Retrieval page or Workflow.
• When you are on the page you want as your start
page:
• On the top ribbon select Home in the upper left hand
corner and then ‘Make this layout my home page.’
Custom Queries
A simple way to look at all requests is to use
Custom Queries. Each Request type has a query
pre-defined with the most common fields.
Dates can be selected from the drop down calendar or typed in MM/DD/YYYY
Each line allows you to set the value to equal to =, or does not equal <> , by clicking on the icon
Use the wildcard character * to help searching
Click Search in the bottom right hand corner to start the query
Using Custom Queries
•
Once the query completes
you will see a list of results
• Drag any column header into the area at the top of the form to group items together
•
Now all the submitters are grouped
Using Custom Queries
•
Click on the + to expand the list
• Double click on the
request you wish to see
Using Retrieval to Find a Request
Use the Retrieval function from the top ribbon to define your
own searches.
Begin by selecting the Document Type, for
example Procurement/AP or Payroll.
Next select the e-Form or specific related
document you are searching for.
By starting with the e-Form you can always
get to the related documents.
Like on the Custom Query us the Operators and wildcards to
narrow the search.
Using Retrieval to Find a Request
• When performing a search you many see a
set of double arrow heads. Click to expand
and see the additional search fields.
Workflow View
•
•
•
After clicking on the Workflow icon on the top ribbon you will
be taken to the workflow queues.
Open a queue by clicking on the arrow
Each queue will show how many requests are in each status
• Highlight the request you
want to see and it will be
displayed in the window at
the bottom
Workflow View
• When you are in the Pending Submission, Additional
Information and Pending Approval queues you will be able to
see other department’s requests within the queues for:,
Additional Information, etc. with an explanation that they
• You will not be able to open the requests unless they have
security access for information on that form.
Adding Documents to a Request
•
•
•
•
•
•
Open Workflow
Highlight the request to which you want to add a document
Select the “Import Document” icon on the top menu bar to
upload related documents
This will open a window where you provide related keywords for
the document.
Browse and select the document to be attached.
Add any related Keywords.
When on a request the attachments will not be seen from within
the eForm unless the “Related Items” tab is selected