OnBase - Unity Client Scanning and Indexing

Owned by Russ Bauer
Last updated: May 06, 2016
5 min read

OnBase Foundation EP1 - Unity Client (19.8.9.1000)

Watch a 50 minute Video about Unity Scanning and Indexing

Requirements

  • The OnBase Unity Client
  • A Fujitsu scanner with Kofax, Paperstream, or TWAIN drivers
  • Scan Formats configured and named appropriately for the type of documents that will be processed
  • An OnBase System Administrator needs to go to OnBase Admin > User Management > Workstation Registration a license for "Production Document Imaging (Kofax or TWAIN)" needs to be allocated to the scanning station

Scanning

**Note** you may click on any of the images below to enlarge them for a more detailed view and explanation of these instructions. **

Once logged into OnBase Unity client you will see a window resembling the following

Assuming the PC you are using has been licensed (See Requirements section of this article), in the ribbon on the right end you will see "Batch Scanning" and "Batch Processing" buttons

Click the icon that is labeled "Batch Scanning"

You will see a the "Batch Scanning" window appear which will present you with a list of all Scan Queues you have access to scan into. Begin doing a single left click on the Scan Queue you are intending to scan documents into.

On the right window pane you will see the "Scan Mode" options

  • Select No Index, Pre-Index, or Full Index depending on your scanning requirements
  • Choose your Document Type and Document Date
  • If using Full Index - Choose Keywords

Upon clicking scan within the "Scan Mode" options window (above), you will be presented with the option to name this specific batch. Be sure to choose the appropriate Scan Format based on your scanning needs, as this is the option that controls the following:

  • Single sided vs duplex
  • Color vs Black & White
  • Number of pages per document - For example, does each scanned page constitute a new document or is it the case that every page being scanned in is another page of a single document?
  • Automatic blank page removal

Before clicking Scan, you should load your paper into the scanner, then click Scan

      

When scanning is complete you will be on a new Document Review tab, allowing you to see a preview of the document(s) within the OnBase. This is a good opportunity to manipulate the document, but for documents which are No Index or Pre-Index the eventual indexer (you or a colleague) will have another opportunity to manipulate the document before it is committed into redundant Disk Group storage in OnBase.

Your options for manipulating the scanned document(s) are:

  • Rescan Page: One page of a larger batch turned out bad but all the rest are fine. It's more convenient to rescan a single page rather than the entire batch.
  • Add Page(s): Once the batch has been scanned, a related page to the document surfaces. This option allows you to associate a page or pages to the scanned document.
  • Delete Page: Delete the selected page on the document you are currently viewing
  • Rotate Left: Rotate the selected page counter-clockwise **Note** If you're finding that every page in certain batches need to be rotated, a separate scan format can be set up to automatically rotate images upon scanning them in.
  • Rotate Right: Rotate the selected page clockwise
  • Previous Page: Navigate to the previous page within the document
  • Next Page: Navigate to the next page within the document
  • Back: Exits the Document Review process

 

Click the Back button to Scan your next batch or to proceed with indexing your newly scanned batch(es).

Indexing

Beginning on the Home tab of OnBase Unity Client

At the far right end of the ribbon you will have the option to click Batch Scanning or Batch Processing

Click Batch Processing

You will end up on a new tab labeled Batch Processing where you will see Status Queues and Scan Queues.

In the left navigation pane - Scan Queues section click on the Scan Queue you have documents which are to be indexed. When you click on the Scan Queue you will see any batches Awaiting Index appear in the large right window pane.

Right-click on the Batch Name and select Index Documents.

You have now been moved to a tab labeled Batch Indexing where you have controls in the left window pane, while seeing a preview of the active document page(s) in the larger, right window pane.

When you have completed indexing all of the batches of documents you may click Stop Indexing.