What is Document Imaging? Has become more than just scanning in paper files. Capture, Store, and Retrieve Documents Hard Copy (e.g. paper, vellum, etc.)

What is Document Imaging?

•Has become more than just scanning in paper files.

•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

•Is a subset of Enterprise Content Management

•Technology to eliminate paper.

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Introduction to Nolij Web

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UA makes use of these features in Nolij Web :• Document Imaging• Document Management (redaction, annotation)• Forms• Workflow• Reporting -- via People Soft• Collaboration – messaging option (not often used)

Benefits of Nolij Web

Integrates with PeopleSoft -- ITS does the coding for this

We can customize a Workflow.

Redaction permits you to share documents with others in the system while masking sensitive data.

Access Nolij Web from almost anywhere (well you do need a computer and the Internet).

Scanning, Storage, Retrieval, Reporting, Integrated Forms, Workflow and Collaboration.

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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 documents, folder/workflow status, permissions are all backed up nightly

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Key Terms

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Workflow – allows for documents to be “routed” and tasks completed according to the business rules of the office. In Nolij Web it is the process by which a folder is sent from one inbox to another following predefined business rules.

Mailbox – collection of folders. Folders hold documents. Folder – container for a collection of electronic documents with a common identifier. Electronic documents may be scanned directly into a folder, such as a student folder, or can be dragged into a folder

Roles – Determines the content and features you can access and the tasks you can perform. Within Nolij, you can be assigned multiple roles, between which you can switch (use one at a time).

Rights – Permissions granted to a user on a workflow, mailbox, and the documents within them.

Workflow The Workflow feature automates how documents, information, and tasks are passed from one individual to another. With it we can:

• Automate the paper and folder flow within or across departments, based on internal policy and procedure, to streamline decision making.

• In a simple workflow, information moves in a fixed, linear path. In a complex workflow, information movement can vary depending upon the conditions you specify.

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Simple example

Modeling an approval process for a college in three steps:

1. First, applications are sent to a clerk who verifies that all required documents (such as essays and transcripts) are provided.

2. Next, if all documents are provided, applications are sent to an assistant who reads the documents.

3. Finally, after the assistant reads the documents, applications are sent to a director for final approval.

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Less Simple Example A school gets two types of applications—one for United States (U.S.) applicants and one for non-U.S. applicants.

1. First, clerk verifies that all required application documents are provided.

2. If all documents are provided, next steps are:◦ a. U.S. Applications go to the assistant reviewing domestic applications. ◦ b. Non-U.S. Applications go to a different assistant.

3. After the assistants have reviewed the documents, next steps are:◦ a. U.S. Applications go to one director responsible for approving domestic applications.◦ b. Non-U.S. Applications go to another director responsible for approving non-U.S.

applications.

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Mailboxes (also known as Inboxes)

•The mailbox (or inbox, or workflow step) is where folders (or records ) are routed.

•Users can send information to other inboxes and receive information in their own inboxes.

•Multiple users can “own” an inbox, which enables them to share the folders within it.

•If we (ITS… in collaboration with you) set up a “Complete Step” action on an inbox, which indicates that work has been finished, the folder moves to the next inbox in the workflow according to the specified workflow path.

•Each mailbox has a number in parentheses beside it to indicate how many folders are there. When you open a folder the Current Inbox: field displays where that folder lives then in the flow

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Folders You can do the following.

• View documents in a folder.

• Index documents.

• Delete and rename documents in a folder.

• Email documents.

• Add documents.

• View and edit document properties.

• Open multiple documents in new windows.

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Roles A Role can determine what work is being performed.

Different Roles may be set up with various “Rights” (permissions)

A User can be assigned multiple Roles.

Example:

Registrar staff member needs to look up student info and course info. An HR staff member needs to look up personnel benefits info as well as position control/job definition data.

Someone who works part time in both departments could be assigned both Roles, and could switch between them for whatever work they were doing at the time.

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Rights •“RIGHTS” are what is permitted

•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

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Locked Folders Nolij Web is a “First Come, First Serve” System

The first person to open a folder may make changes.

That user has “Locked” the folder

Others may view the folder but they cannot make changes

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Logging in

•Mozilla and Safari are the “preferred” platforms for Nolij Web.

•Link is on the ITS website at

www.albany.edu/its

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Your username and password to log into Nolij are the same as MyUAlbany.

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Toolbar

Workflow Inboxes

Query or Search Bar

Query Results

Folder Objects

Form

Document Viewer

Role

Workflow Status

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ITS works with you to find the common attributes for fetching a folder so that we can set up the Query fields. Since the query search can access PeopleSoft we most often search by common fields like Albany ID.

Query Search

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These fields for demo purposes were arbitrarily chosen. How you use Nolij Web will depend upon your office processes

You might have an entirely different set of search fields for different Roles, or for various mailboxes in the workflow

Display – Enlarging Document Viewer

Maximized View

Restore

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Click on drop down to get two option: -User Guide -About Nolij Web

Work Complete - is used to when an automated workflow is in place

Clear Query - is used to clear your search bar

Click on drop down to get four options:- View Options- Themes -Document Viewer-Form

Role – Change role without logging out

Logout – this logs the user of out Nolij Web

Scan – is used to scan documents from scanner (Only appears when a folder is open)

Click on drop down to get three options:-Communication Window-Graphical Workflow-User Summary

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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.

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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 %.

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Searching Step by Step1. Start broadly, use wildcards

2. Select (double click) folder

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 folder

7. Always press Clear Query before searching again

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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

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Add a Document – Drag and Drop •Open a Folder

1. Start broadly, use wildcards2. Select (double click)3. Clear Search Results to Clear Query Results area4. Place the cursor in a query box 5. Press enter 6. Select (double click) the folder

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Add a Document – Drag and Drop Open both the System and the System Objects panels by clicking on the Expand button

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Add a Document – Drag and DropThe System panel is a windows explorer like interface. Select the directorywhere the documents are and the file names appear in the System Objects panel. Drill Down to the File to be Added to the Folder and Click on File Name

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Scanning into a Nolij Web Folder

•Open the folder into which you are scanning.

•In the header, you will have the option to scan

•To scan a single page document, click on the scan icon. If scanning multiple pages into the same folder, click dropdown arrow and check the box

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Scanning into a Nolij Web Folder

A menu box prompts you to select your scanner.

We request that you use the following as your default for scanning into Nolij Web:

200 x 200 dpi

Black and white.

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Scanning into a Nolij Web Folder

When finished scanning the document will appear in the Folder Objects window.

Next rename the file with the appropriate label: right click on the document in the Folder object window.

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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….

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Indexing Documents Index a Document: Right Click the document in the Folder Objects Panel, click Choose Index Types, select index type, and select OK

Folder Objects

•Shows documents in Folder• Application• Waiver Form • Registration

•Icons dependant on type of file• tif• doc• pdf

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Folder Objects

Click on Folder to see Objects

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Folder Objects

Click on Document to View

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Display – Imaging Toolbar

The Imaging Toolbar displays once a document in folder is selected

Helps with viewing documents

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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

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Workflow – Viewing Inbox

To view an inbox, select the inbox you want to view, then double click the folder to view. You can also single click the folder, then click OK

If you right click the folder, you have these options

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Workflow

There are two methods for routing through Workflow

◦ MANUAL: you choose where to move the folder◦ AUTOMATIC: the system routes based upon preset rules per your

department’s wishes in response to you marking the folder in that step (mailbox) as Work Complete

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Workflow Press Work Complete

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Workflow This box will display, indicating the inbox the folder will be routed to

Verify the Route to and hit the OK button

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Workflow The inbox you routed the folder to will be incremented, and the folder status will show the current inbox

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Manual Folder Route Then select the icon beside Move To. Select the inbox to Route the folder into

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Workflow – Viewing Inbox

Click on the Inbox -- Inbox Detail Window Opens

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By clicking on the folder header, you can rearrange the list by number or by date put into the folder.

This may help in reviewing only new records.

What did we cover? We know (generally) what document imaging and electronic content management can do for us.

The software tool University at Albany presently uses is Nolij Web.

Nolij Web runs in any browser and uses our standard MyUAlbany credentials.

We can scan, store and retrieve documents and we can mimic our business processes through Nolij Workflow.

We can print, edit, annotate and redact documents. We can query our systems based upon the folder we open and see the data fetched in a simple form.

ITS works with you to configure security/permissions/search query/workflow etc., and ITS builds reports in PeopleSoft according to your business needs.

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