OnBase Foundation EP1 - Web Client (19.8.9.1000)

OnBase has a Web Client that is a functional, lightweight alternative to the OnBase Unity Client. For this, there are Test and Production environments.

OnBase Production Web Client

Logging into OnBase web client uses Carleton Single Sign-On with DUO enabled, requiring two-factor authentication to sign on.

OnBase Web client URL:

https://onbaseweb.carleton.edu/AppNet/

Web Client Browser compatibility

Allow Pop-ups: You may be prompted to allow pop-ups when accessing the document archive.

OnBase Test Web Client

https://onbasetest.carleton.edu

Web Client Workflow

Workflow Document Security

Access to documents via Workflow is accomplished by a combination of assignments made at the Document Type, life cycle, and work queue level. Specifically:

• Document Types must be configured for use in a specific life cycle. In the Configuration module, select Document | Document Types, then select the desired Document Type and select Life Cycles. Assign the desired life cycles at the Life Cycles for <document type> dialog box.
• Users must be granted rights to a specific life cycle, as well as each queue within that life cycle, in order to view documents within those queues. In the Configuration module, select Users | User Groups/Rights. Select the desired user group and select Workflow. Assign the desired life cycles and queues at the Assigning Workflow for <user group> dialog box.
• Users must be granted the Retrieve/View privilege, either as a user group privilege or as an override privilege. If this privilege is not granted (or in the case of override privileges, overridden), users will not be able to view documents in Workflow. For more information on configuring user group rights, please see the System Administration module reference guide or help files.

Caution: The ability to view documents in a life cycle is controlled at the queue level. If users have rights to a Workflow queue, they will also have rights to view all the documents in that queue by default, regardless of their security rights (i.e. Document Type rights). This includes related documents.

Caution: The ability to modify a document in a life cycle is controlled at the queue level. If users have rights to a Workflow queue, they will also have rights to modify all documents in that queue by default, regardless of their Modify privilege setting, including related documents. Administrators should be aware that Workflow automatically grants the Modify privilege to users for any documents that are in their queue. As a result, care should be taken to only present documents which users should be allowed to modify.

Note: To view or change Keyword Values or to re-index a document via the right-click menu, you must have appropriate rights for modifying keywords or re-indexing.

Accessing the Workflow Screen

To open the Workflow window, select Workflow from the Context drop-down select list in the Web Client. If the Workflow button is not displayed on your Web Server, you do not have access to Workflow. Contact your System Administrator for further information.

The Workflow interface can also be directly accessed. To directly access Workflow:

1. Open a browser and enter the path https://onbaseweb.carleton.edu/AppNet/Workflow/WFLogin.aspx
2. Type your Carleton Network ID password.
3. Click Login. The Workflow interface is displayed upon successful login.

Opening Workflow From Documents

Workflow options are available from an open document or by right-clicking documents in the Document Search Results list. Workflow can also be opened via a folder’s right-click menu.

To open Workflow:

1. From an open document, the Document Search Results list, or a folder, right-click the document and select Workflow | Open Workflow. The Workflow screen with the queue containing the open or selected document displays. If the document does not exist in a life cycle, the option is disabled. If an instance of Workflow is already open, the current Workflow screen will display the selected document.
   
   Note: When viewing an OLE document or PDF document that has been assigned to a life cycle, Workflow can be opened by selecting Process | Workflow | Open Workflow.
   
   
2. If the associated Document Type is configured for multiple life cycles, you are prompted to select a life cycle. After you select a life cycle, the queue containing the open or selected document displays. If an instance of Workflow is already open, the current Workflow screen will display the selected document. If Workflow is currently executing a task that has not completed and the Open Workflow option is selected, the following message is displayed: ATTENTION: You are currently executing a Workflow task that has not completed. Press CANCEL to complete your Workflow task. Failure to do so will cause the task to terminate before completed. Press OK to continue, or Cancel to stay on the current page.
   
   Note: When viewing an OLE document or PDF document that has been assigned to a life cycle, Workflow can be executed on the document by selecting Process | Workflow | Execute Workflow. Additionally, the Workflow Queues option is available from the Inbox tab in Workflow.
   
   To view a document’s queues, select a document, right-click, and select Workflow | Workflow Queues. The Workflow Locations dialog box is displayed. All of the life cycles, queues that the document belongs to, and users/user groups or roles assigned to the document are listed. <Restricted> will be displayed for queues and life cycles that you do not have the rights and/or privileges to view.

Defining the Layout

You may specify the way you view the Workflow layout. The Workflow Layout Options button is displayed.  

When the Workflow Layout Options button is clicked, these options are available: Horizontal Layout, Vertical Layout, or Separate Viewer Layout.

• When the Horizontal Layout option is selected, the layout displays the document viewer horizontally spanning the Workflow interface.
• When the Vertical Layout option is selected, the layout displays the document viewer vertically spanning the Workflow interface.
• When the Separate Viewer Layout option is selected, the layout displays the document viewer in a separate window from the Workflow interface.

Resizing and Pinning the Workflow Window

When you resize the Workflow window or change the height or width of the Life Cycle Tree, these settings are saved. If you are using the layout where the document is displayed in a separate window, the height and width of this window is also saved.

You can also pin the Workflow window in a position on the screen using the Pin Window Location button. 

When the window is pinned, the window will open in the same location on the screen. Likewise, you can unpin the window by clicking Unpin Window Location. 

These settings are saved on a per user, per workstation basis. If you are using the layout where the document is displayed in a separate window, you can also pin and unpin this window.

Restoring the Workflow Window to the Default Settings

In some instances, you may want to clear all changes to the Workflow window and, if you are viewing the document in a separate window, the document viewer window, such as the layout selection and window size. To restore the Workflow to the default settings:

1. Select User from the context drop-down select list.
2. Select Client Settings from the mode drop-down select list.
3. Select the Workflow User Interface option.
   Note: Any time the Workflow window settings are changed, the Workflow User Interface option is available.
4. Click Reset Selected Settings.

Adding Documents to Workflow

If the Document Type assigned to the open or selected document has been configured for Workflow, you can add the document to the initial queue of the configured Workflow.

1. From an open document or the Document Search Results list, right-click the document and select Workflow | Execute Workflow.
2. If the document is configured for one life cycle, Workflow launches automatically. If the associated Document Type is configured for multiple life cycles, you are prompted to select a life cycle and click OK. A message stating Document was successfully assigned to ‘life cycle name’ is displayed.

Life Cycle View Tab

The Life Cycle View tab displays the life cycles to which the logged in user has viewing rights.

All life cycles and their queues, to which the currently logged in user has rights, are displayed in this tab. Single-click a life cycle to select it; double-click it to select and expand it. Use the + (plus) and - (minus) buttons to expand or collapse a life cycle without actually selecting it. Once you have selected a queue, it will open in the Inbox tab and the items within the queue are listed.

You can view specific items from multiple queues or life cycles by choosing one of the following options from the Life Cycle View tab:

• My Owned Items - Select to display all items owned by the current user in the Inbox tab from all queues that support ownership.
• Combined Inbox - Select to display items in the queues and life cycles configured for Combined View.

When a life cycle or queue is selected in the Life Cycle View tab, the Process Flow button is available for selection. 

The following options are available when right-clicking on a queue in the Life Cycle View tab:

• Refresh - Will refresh the selected queue’s document count. Only available when queue counts are turned on.
• Generate List Report
• Perform System Work - Initiates system work configured for the queue to begin.
• Execute Timer Work - Executes the timer work associated with the selected timer.
  Note: Execute Timer Work is only available on queues that have been configured with timers.
• Auto-Work - Selecting Auto-Work will display the next available document in a queue. Users can still select a document from a queue manually.
  Note: Auto-Work is only available on Exclusive Viewing queues that have not been configured for Auto-Feed.