Writing Program - Portfolio Scanning

Owned by Russ Bauer
Last updated: Sept 06, 2017 by Tenzin Kunsang
3 min read

Overview

This article is an outline of the process for importing Writing Portfolios into OnBase

Importing from CD

  1. Double click the OnBase Unity client icon and login - you can close this once you are done logging in



  2. Double click the "Portfolio Scores master list.xlsx" icon to open it
  3. Load CD into the PCs optical disc drive
  4. Copy all CD contents to a temporary folder on the computer
  5. Open the file - here are some examples of how it may look

  6. Select File > Print (or Ctrl + P)
  7. Always print in color to the Hyland Software Virtual Printer and wait for the indexing window to appear. (Scroll down to learn "How to set a printer as default")
  8. Ensure the current record you are importing is the top-most record showing in the Portfolio Scores master list.xlsx. In other words, if you are printing a file of a student named XYZ, their ID should be on row 2 and column B.



  9. Hold the shift key and double-click on the Colleague ID of the record you are importing
  10. A box will pop up. Choose the document type from "Assignment", "Complete Writing Portfolio", "Project" etc, and click "OK"

  11. Confirm that values from the spreadsheet have been transferred to keyword values for the document you are inserting
    1. While reviewing keywords you may need to add values
    2. While reviewing keywords you may need to remove values
  12. Click "Import" 
  13. You will be shown a preview of the document you just uploaded. You may make modifications, or simply close the document and move on to the next document from the CD

Scanning

  1. Double click the OnBase Unity client and login
  2. Double click the "Portfolio Scores master list.xlsx" to open it
  3. In the OnBase Unity client click on Batch Scanning
  4. Within the Batch Scanning window on the right window pane choose the Full Index scan mode
  5. Ensure the current record you are importing is the top-most record showing in the Portfolio Scores master list.xlsx
  6. Hold the shift key and double-click on the Colleague ID of the record you are importing
  7. Confirm that values from the spreadsheet have been transferred to keyword values for the document you are inserting
    1. While reviewing keywords you may need to add values
    2. While reviewing keywords you may need to remove values
  8. Click Scan
  9. You will be shown a preview of the document you just uploaded. You may make modifications, or simply close the document and move on to the next document

How to make changes to the keywords of a document saved in Unity Client

  1. Click the "Unity Client" icon 
  2. If you want to change the info/keywords of a "Project" document of a student "XYZ", select "Project" and type the student's name
  3. To narrow the search, you may add additional information like the date range, paper department, paper term etc.
  4. After finding the document, right click on the document and select "keywords" 
  5. Make the changes, save, and close

How to set a printer as default  

  1. Go to "Control Panel" on your computer
  2. Under "Hardware and Sound", click "View devices and printers" 
  3. Right click on "Hyland Software Virtual Printer"
  4. From the context menu, select "Set as Default Printer"
  5. Then, right click on "Hyland Software Virtual Printer" again
  6. From the context menu, select "Printing Preferences" and then click on "Paper/Quality"
  7. Choose Color as your printing preference, click on the "Apply" button in the bottom
  8. Click "OK" and you are set!