Nolij Web End User Training - University of Utah

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Nolij Web End User Training
Version 6.5
Nolij Corporation
1
Introduction to
Nolij Web
2
Nolij Corporation – Quick Facts
•
•
•
•
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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
3
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 Worldwide Rely on Nolij to Improve the Capture,
Input, Availability, and Flow of Information.
4
Nolij Web
5
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
6
Benefits of Nolij Web
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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
7
Understanding ‘Web-Based’
• Nolij Web is Deployed via Web Server
• Runs in a Web Browser
8
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
9
Secure
• Nolij Web stores the documents securely
• Only those specifically granted access to a
document can view it
• Each action related to a document (view,
download, upload,edit, share, annotate)
requires a separate security permission
• You control the security for your department
• Nolij Web is backed up nightly
10
Getting
Started
11
Overview
• The system was developed in careful and total
collaboration with Amy, Tami, Trina, and Jennifer – over a
period of many years. eRPT was designed by the right
people on campus who know the existing process and
policies inside and out.
• eRPT adheres to the existing policies and fundamental RPT
processes. It is not about changing policies and
fundamental processes.
• This is the first training session, more will be coming in the
summer.
• If you have Questions, contact Faculty Administration or
the AVP for Academic Affairs.
12
What am I going to be doing?
• Adding users to roles
– Granting users access to ERPT
• Initiating Candidate’s folder
– Complete the RPT Summary, External Reviewer,
Dept Email forms
– Start the folder in the workflow
– Track the progress
13
What am I going to be doing?
• Manage the process
– Hopefully we have made it easier
• Vote review form
• Tracking of folder
– See who has it, where it is in the process
– Candidate can track it themselves
•
•
•
•
Dept committee tracking
Simple User Interface
Request UNID’s for External Reviewers
You control the process in your department
14
You control the process in your department
• You add users to roles
• You determine the department committees
• You determine who sees what documents
when
• You can route the folder as you see fit
• We have provided a template, so you don’t
have to change anything, it’s up to you.
15
Why ERPT?
•
•
•
The current business process, conducted primarily through paper
documentation and other physical artifacts, is characterized by stakeholders
as inefficient and as exposing the institution to unnecessary expense and risk.
Access to the system will be available, according to established business
processes, to individuals with uNIDs and CIS passwords as well as external
POIs performing reviews of faculty documents.
At the U each year the typical circulation of RPT binders/boxes and
documentation on Lower Campus and
the School of Medicine is as follows:
 375 RPT binders/boxes per year
 400-‐2000 pages per reviewed professor per year at the
department/college level; 200-‐1000 pages
per reviewed professor at the Vice President level and above
 150,000-‐750,000 documents under review per year at the
department/college level; 75,000 –
375,000 documents under review per year at the Vice President level and
above
 3,642 people touch RPT documents each year
16
Why ERPT?
• The University of Utah is expected to realize a
reduction of the following risks associated with
the current tangible, paper-intensive RPT system:
– Overall institutional cost of multiple duplicative RPT
systems
– Loss, theft, accidental destruction of
binders/boxes/documents (legal action)
– Bottlenecks causing delays
– Individual office costs
– Procedural & policy errors (legal action)
– Unauthorized access to documents (legal action)
17
External Reviewers
• UNID Request
– First Name, Last Name, Address, Email, Phone
– Electronic Form
– Automatically routed to HR
– Email notification when set up
• Still in process
18
Simple User Interface
• For the Faculty, External Reviewers,
Department Committees
19
Key concepts
20
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
21
Rights
• RIGHTS are What is Allowed
• Different ROLES have Different RIGHTS
• Possible Rights:
– Access to Documents
– View, Edit, Add, Index or Delete Documents
– Email or Print Documents
– Access to a Folder in Workflow
22
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
23
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
24
Logging
In
25
Logging In
https://nolij-test.acs.utah.edu/NolijWeb
26
Logging In
• Enter User Login Credentials
– Enter uNID
– Enter Password
• For test use your birthday MMDDYY
– Click on “Log In” Button
27
Logging In – Error Messages
28
End User
Interface
29
End User Interface
30
Roles
• Your active role determines your access
31
Roles
• You have at least 2 roles
– WF Administrator – this is the primary role
– Administrator – This is where you will grant
others roles for ERPT
32
Roles
• Select the drop down on the Roles box
• Select the Administrator role
33
Admin User Interface
34
Roles – Administrator
• Select the
Hierarchy
icon next to Enterprise
35
Roles – Administrator
• Select the
icon next to University of Utah
• Select the
icon next to ERPT
36
Roles – Administrator
• Select the
Name
icon next to Your Department
37
Roles – Administrator
• Select the
icon next to Department Roles
38
Roles – Adding Candidates
• Click the Candidate role, then right click the
Candidate role, select Add User
39
Roles – Adding Candidates
• Enter the Candidate’s UNID, then press OK
40
Roles – Adding Candidates
• Click on the unid you just added, then click
User Settings
41
Roles – Adding Candidates
• Enter the Candidate’s name (User
Description)and email (User Email Address)
42
Adding Users to Roles
• To add a user to role the process is the same
• Navigate to the role, click the role, right click
the role, select Add User
• Add the UNID, click OK
• Select the UNID you just added
• Select User Settings
• Enter the user’s name and email
43
End User Interface
44
End User Interface
Workflow
Status
Role
Toolbar
Query or Search Bar
Workflow
Inboxes
Document Viewer
Query
Results
Folder
Objects
Form
45
Main Toolbar
Click on drop down to
get two option:
-User Guide
-About Nolij Web
Clear Query - is used
to clear your search
bar
Scan – is used to scan
documents from
scanner
(Only appears when a
folder is open)
Work Complete - is
used to when an
automated workflow is
in place
Role – Change role
without logging out
Click on drop down to
get four options:
- View Options
- Themes
-Document Viewer
-Form
Logout – this logs the
user of out Nolij Web
46
Click on drop down to get
three options:
-Communication Window
-Graphical Workflow
-User Summary
Search Bar
47
Query or Search Bar
• The Query is Customized Specific to Your
Department and Search Requirements.
48
Query Bar
When searching, start broadly and use
the wildcard (%).
For example to find Robert Paine, we
would type PA% in the Last Name box
and hit enter.
If you only search on PA, nothing will
be returned.
49
How to look up a Folder
• Click in a Box on the Query Bar to Activate It
• Type the Proper Data to Search (Ex: ID
Number, Name)
• Hit Enter on the Keyboard
* The NolijWeb
wildcard is the percent sign %.
50
Query Results
51
Query Results
Type In Data to Search
Query
Results
The rest of the Query
Bar is populated
Click on Name to open folder
(Notice Folder Icon is open)
52
Query Results – Open Folder
Folder is not OPEN
Query
Results
Folder is OPEN
Folder objects
window has
tabs
53
The rest of the Query
Bar is populated
Query Results – Open Folder
Open folder
Icon
Closed folder
Icon
54
Open Folder – What’s the big deal?
• The open folder is where the drag and drop
documents will be added
• Determines which faculty portfolio you are
working on
• We don’t want to add documents to the
wrong folder.
55
Most Important Buttons
• Clear Search Fields
boxes
- to Clear Query Bar
Before
After
56
Most Important Buttons
• Clear Search Results
area
57
- to Clear Query Results
Recommend Practice
• Use wildcard for initial search
58
Recommend Practice
• Select the faculty member (double click)
Query Bar will be populated
Folder objects window
will have tabs
Name will be highlighted
Folder icon will be open
59
Recommend Practice
• Clear Search Results to Clear Query
Results area
Query Bar will still be populated
60
Recommend Practice
1. Place the cursor in a query box
2. Press enter
3. Select (double click) the faculty member
1
3
61
Why?
• Using a wildcard I search for Nathan Pace
• I select Nathan Pace
62
Why?
• I now want to search for Smith
I don’t see any
results?????
The Query Bar is still populated
with the previous infomation
We don’t get any results when searching for SMI%, because
The rest of the query bar is still populated with Nathan Smiths
Information.
63
Why?
• To avoid confusion, always press Clear Query
before searching for a new faculty member.
64
Searching Step by Step
1. Start broadly, use wildcards
2. Select (double click)Faculty member
3. Clear Search Results to Clear Query Results
area
4. Place the cursor in a query box
5. Press enter
6. Select (double click) the Faculty member
7. Always press Clear Query before searching
for a new Faculty member
65
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.
66
Initating
Candidate’s
folder
67
Open a Faculty Folder
1. Start broadly, use wildcards
2. Select (double click)Faculty member
3. Clear Search Results to Clear Query
Results area
4. Place the cursor in a query box
5. Press enter
6. Select (double click) the Faculty
member
68
Open a Faculty Folder
69
Expand Form panel
• Open the Form panel by clicking on the Expand
button
70
• Click the
icon next to the form name
Select RPT Summary
or RPT SoM Summary
71
71
RPT Summary Form
Verify all information, change if needed, complete missing information
72
RPT Summary Form
Verify all information, change if needed, complete missing information
73
RPT Summary Form
• Click the save button
If you get an error, send a screen shot of the summary form, the id
of the faculty member, and your department to
[email protected]
74
Undocking Forms
• Clicking the chain icon
its own window
75
will open the form in
Redocking Forms
Press escape with
your cursor active on
the form and the
form will go back to
it’s Original position
in the User Interface.
76
Other Forms to Complete
• RPT Dept Email (SoM)
Without this,
Email notifications
Willl not work
77
Other Forms to Complete
• External Reviewer
This is how the external reviewers get access to the candidates folder.
Enter the information for a single reviewer, then save. After each save
You get a blank line below the saved line to enter the next reviewer.
78
Informational Forms
• RPT Filenames list the original file name and
the index name
79
Informational Forms
• RPT Admin Vote Review allows you to see the
committee votes
80
Informational Forms
• RPT Dept Committee Tracking allows you to
see what committess are required and if they
have voted
81
Adding New
Documents
82
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 – Index the Document
83
Add a Document – Drag and Drop
• Open a Faculty Folder
1. Start broadly, use wildcards
2. Select (double click)Faculty member
3. Clear Search Results to Clear Query Results area
4. Place the cursor in a query box
5. Press enter
6. Select (double click) the Faculty member
84
Add a Document – Drag and Drop
• Open both the System and the System
Objects panels by clicking on the Expand
button
85
Add a Document – Drag and Drop
After clicking on the expand
Button, the
System and
System Objects panels
Should look like this.
86
Add a Document – Drag and Drop
The System panel is a windows explorer like interface. Select the directory
where the documents are that you want to upload into the folder you have
opened. The file names will appear in the System Objects panel.
Drill Down to File that Contains the Document to be Added to the Faculty
Folder and Click on File Name
87
Add a Document – Drag and Drop
Click on Document Under System Objects and Drag Up to Folder Objects
Folder
Objects
88
A Copy of the
File is Now in the
Folder (The
Original is Still in
the System
Folder.)
Indexing
Documents
89
Indexing Documents
• To Index a Document, Right Click the document (1) in the Folder
Objects Panel, click Choose Index Types (2), then choose the index
type (3), then select OK (4)
3
1
2
90
4
Indexing Documents
• Document name has changed
To view the original
File name, open the
RPT FileNames form
91
Indexing Documents
• If you want to add a index type contact Faculty
Administration or Academic Affairs, AVP Office
92
Indexing Documents
• When you right click to index documents, the
top 10 will be listed
• If your index type is not listed, select More
Index Types….
93
Why Index documents?
• An index types control who can see what
• Roles have access to Indexed documents
• Aids in organizing the documents
94
Document
Actions
95
Delete Documents
• To Delete a Document, Right Click the document (1) in the Folder
Objects Panel, click Delete (2), then choose Yes(3)
1
2
96
3
4
Move to sub folder
• Subfolder correspond to the review year
• The documents will still be visible under the
All tab
97
Move to sub folder
• Two Ways to Move to a Sub-Folder
– Under Folder Objects, Click on Document and
Drag to Correct Tab.
– Right-Click on the Document, Select SubFolders, 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.
98
Move to A Sub-Folder
Click and drag the document to
the sub folder
99
Move to sub folder
• To Move a Document, Right Click the document (1) in the Folder
Objects Panel, click subfolder (2), then choose the subfolder you want
to move it to (3)
2
1
3
100
4
Renaming Documents
• Dragged and Dropped Documents Carry over
the File Name From the Original File
101
Renaming Documents
To Rename a Document, Right Click the document (1) in the Folder Objects
Panel, click Rename (2), then rename the document (3).
1
2
3
102
Naming Documents
Document Name
from Right Click
List
Custom Document
Name
103
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
104
Other Items on “Right Click List”
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder
Objects
109
Folder Objects
• Shows documents in Folder
• Application
• Tax Form
• Voucher
• Icons dependant on type of file
• tif
• doc
• Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to
View
112
Folder Objects
Can Sort Columns
Can Control
Which Columns
Are Visible
113
Display
Documents
114
Display documents
• Click a document in the Folder Objects panel
115
Display documents
• The document will render in the Document
Viewer panel
116
Display – Imaging Toolbar
• The Imaging Toolbar will Appear Once You
Selected a Document Within a Folder.
• Helps with Viewing Documents
117
Display – Zoom
Zoom In –
Make Print
Larger
Fit Width – Fills
Up the Viewer
118
Zoom Out –
Make Print
Smaller
Fit Page– Puts
Whole
Document in
Viewer
Display – Enlarging Document Viewer
Maximize –
Takes Up the
Whole Screen
119
Display – Enlarging Document Viewer
Restore
Maximized
View
120
Display – Change the Orientation
Rotate Right
Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display – Right Click Menu Options
• Right click on the document to access these
options
122
Display – Multi-Page Documents
Page Number
First Page
Total Pages
Previous Page
Next Page
123
Last Page
Display - Print
• Can Print Out of Nolij Web
• Must have Rights to Print
• To Print:
1.
2.
3.
4.
Open Document to Print
Click on the Print Icon on the Imaging Toolbar
Print Wizard Pops Up
Follow Instructions in Wizard
124
Workflow
125
Workflow
• Workflow in Nolij Web is Designed to Replicate
the Flow of Folders Throughout the Office
• Folders are Routed Based on Rules of the
Department
126
Workflow
127
Workflow SoM
128
Workflow
• 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
129
Workflow
Workflow Bar
Step of the Workflow
Where the Folder is
Currently Located
130
Inbox
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
131
Start the Workflow
132
Start the Workflow
Current Workflow
Current status
Number of folders in the inbox
Inboxes you can access
You will only be able to access your departments folders
133
Start the Workflow
• Once all the documents have been uploaded
and indexed, the summary form, dept email
form completed, and external reviewer form,
you can then start the workflow.
Workflow status
134
Start the Workflow
• Press Work Complete
135
Start the Workflow
• This box will display, indicating the inbox the
folder will be routed to
• Verify the Route to and hit the OK button
136
Start the Workflow
• The inbox you routed the folder to will be
incrimented, and the status will show the
current inbox
137
Checking the Status
• To check the status of any folder, search for
and open the folder, and the status will tell
you where it is
138
Manual Route Folder
• Press the
icon next to Not in Workflow
139
Manual Route Folder
• Then select the
icon next to Move To and
select the inbox to route the folder to
140
Manual Route Folder
• The inbox you routed the folder to will be
incrimented, and the status will show the
current inbox
141
Workflow – Viewing Inbox
• To View the Items in an Inbox:
1. Click on the Inbox
2. Inbox Detail Window Opens
3. Select the Folder to Open and Click the Open
Button
4. The Folder will Open Automatically
142
Workflow – Viewing Inbox
• To view an inbox, select the inbox you want to view (1), then double click
the folder to view (2). You can also single click the folder, then click OK (3)
1
2
3
143
Workflow – Viewing Inbox
• If you right click the folder, you have these
options
144
Workflow – Sorting Inbox
145
Workflow – Folder History
146
Roles
147
Roles
• Select the drop down on the Roles box
• Select the Administrator role
148
Admin User Interface
149
Roles – Administrator
• Select the
Hierarchy
icon next to Enterprise
150
Roles – Administrator
• Select the
icon next to University of Utah
• Select the
icon next to ERPT
151
Roles – Administrator
• Select the
Name
icon next to Your Department
152
Roles – Administrator SoM
• Select the
icon next to Department Roles
153
Roles – Administrator
154
Roles
• Roles that end in DPT
– DPT roles share an inbox
– If you want more department committees, we
will add more DPT roles
– Enable multiple committees to access a inbox,
concurrently
155
Roles
• Roles that end in UPLOAD
– Duplicate name with UPLOAD appended
– Only the UPLOAD role can upload documents
and complete forms (voting form)
– All Committee members need the Non
UPLOAD role so they can view the documents
– Each UPLOAD role should have at least one
user
156
Roles
• Only the users you assign to roles
will be able to access the folder
documents to view them
• Some roles have broader access
157
Permissions
158
Permissions
• Select a department role
The Permissions tab will display the objects you have the access to change.
Once you select a role, you are dealing with permissions for that role only.
159
Permissions
• To view document permissions click the
icon next to Documents
160
Permissions
Viewable System Docs controls
what type of document (.pdf, .doc,
.txt, .mp3, .avi) can be viewed
Viewable Custom Docs controls
which custom docs can be
Viewed, these are the index types
Indexable Custom Docs controls
the index type availble to the
user.
161
Permissions – Viewable System Docs
• All these should remain checked
162
Permissions – Viewable Custom Docs
If it has a check in the box,
the user can view that
document in the folder.
To enable users to view
documents, place a check
in the box.
163
Permissions – Indexable Custom Docs
If it has a check in the box,
the user can index a uploaded
document to that index type
in the folder.
To enable users to index a
Uploaded document to that
index type, place a check
in the box.
164
Index
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Change your role pg 33
Add users to roles pg 39 - 40
End User Interface Map pg 45
Open a folder pg 49 - 50, 52, 58 - 61
Searching Overview pg 65
Start a Candidate's folder pg 68 - 74
Forms to complete pg 77 - 78
Adding Documents pg 86 - 88
Indexing Documents pg 90 - 91
Delete documents pg 96
Move to subfolder pg 97 - 100
Document display Options pg 115 - 124
Workflow pg 130 -137
Where is my folder pg 138
Opening an inbox pg 142
Document Permissions pg 159 - 164
165
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