Hyland OnBase FAQs

OnBase is a document management system with a number of different modules. It is "A system of record for managing process-related documents."
OnBase provides the ability to:

• Capture documents, including paper, email, system reports, e-forms, etc.
• Manage content according to business rules
• Store, organize and track your content
• Deliver documents to processes as soon as they're needed
• Preserve and protect documents in compliance with internal and external standards
• Design and manage process automation to streamline business processes leveraging Workflow

The Hyland OnBase Web Client can be accessed by:

1. Logging into the Fordham portal
2. Clicking My Apps  > Applications
3. Locating the OnBase App

The Hyland OnBase Web Client run from a web browser (Chrome is preferred), it is flexible and can be accessed from any web connection.  The Hyland OnBase Unity Client is installed directly onto a laptop or workstation.  It is also available on the standard virtual desktop image available to all employees.   

The preferred client is the Hyland OnBase Web client with the Unity Client available to employees who spend the majority of their day in OnBase or need access to the Virtual Print option.

Unity Client vs Web Client

Request access via fordham.edu > My Pages > Tech Help or contact the IT Service Desk at (718) 817-3999 or [email protected] and describe your requirements for Imaging or Workflow.

Imaging, the scanning and indexing, and storage of the documents involved in your work may not cost anything if there is a scanner or multi-function copier available, and the volume of documents is small. As the volume increases, the cost may increase if a scanner needs to be purchased, or a license for Disconnected Scanning to do 30-50 or more documents as a batch.

Workflow solutions can be developed by Fordham resources and we encourage business units to look into empowering their staff to develop web forms and workflows. If you are interested in a workflow solution and will like assistance from IT, please submit a request at fordham.edu > My Pages > Tech Help. To empower your staff to develop web forms leveraging drag and drop technology, please click here.

Access to the OnBase Web Client requires an updated Chrome Browser connection. 

If you request access to the OnBase Unity Client, Fordham's End Point Services group will provide the standardized prerequisites and installations upon local installation of the software. Installation of the software on your workstation will result in annual remote updates to install new versions of the software as they become available.  It is highly recommended that you use the Web Client or access the Unity Client via The Virtual Admin Space app located on the My Apps Page.

Please contact the IT Service Desk at (718) 817-3999 for assistance.

If you need access to view existing OnBase documents, please submit a request to the IT Service Desk.

To expedite your request please ensure the following:

• Obtain supervisor approval to access the OnBase document(s).  

• Confirm document group or document type required

Each business area at Fordham has a dedicated OnBase data steward.  If you need assistance determining the appropriate document and/or user group, please indicate this on your ticket.  We will connect you with the data steward for your area.

Please go to fordham.edu > My Pages > Tech Help and submit a ticket for the Enterprise Process and Content Services Team, or contact the IT Service Desk. To expedite the request please include any messages presented on your browser.

You can perform a search by any number of variables, regardless of whether or not you want a group of documents or a single document. For instance you can search by DocType or date range, by F-I-D-N or by keyword.

OnBase leverages your existing Fordham credentials to authenticate and grant access. As a result, if you can log in to other Fordham services, you should be able to successfully log in to OnBase. 

If you receive an incorrect password message, it is likely that your account has been locked due to inactivity.

For help with unlocking your account, go to fordham.edu > My Pages > Tech Help and submit a ticket for the Enterprise Process and Content Services Team, or contact the IT Service Desk.

Please go to EasyVista and submit a ticket for the Enterprise Process and Content Services Team. A resource will connect with you and work with you to review the options available.

This includes..

• identifying the type of solution; Imaging versus Workflow
• determining the best application to manage your new solution
• empowering you to build your own solution and/or developing the solution for you

Both Imaging and Workflow solutions are customizable and will require a thorough review of the requirements.

Use this link to access the Hyland OnBase training videos.

You can also visit the Technology Resources reference page located on the Fordham portal on the Employee page.  Once on the Employee page, select Administrative Applications.  The Technology Resources reference page can be found towards the bottom of the page.  

If you would like additional training on OnBase functionality, you can also access the Hyland Training site. This site is recommended for administrators managing Hyland solutions.  Please register for an account and note that Fordham does not own all products highlighted on the training site.

To develop web forms that leverage drag and drop technology, please request access to the Hyland OnBase Test instance by submitting a request at fordham.edu > My Pages > Tech Help.

Completion of the Form Developer training is required in order to be granted Form Developer access in Hyland OnBase.

In general, document imaging refers to the process of generating digital, electronic documents from hard copy. Documents can be of any type or in any format, such as vouchers, journals, invoices, admissions applications or purchase orders. If documents are indexed, any system or person with appropriate permissions may retrieve them online.

There are four primary parts to imaging at Fordham - scanning, uploading, indexing, and retrieving documents.

1. Scanning - this is taking a physical piece of paper and running it through a scanner.
2. Uploading - this refers to the sending or uploading of data from a local system to the hosted document repository, which means it's not on the Fordham network.
3. Indexing - this is the process of assigning "keys" to the document. It gives the system a piece of information specific to that document so it can be retrieved, and the ability to link other documents using the same piece of information. For example, a great deal of information at Fordham is linked to the student's ID, or FIDN, so we can say that a great deal of information is indexed on FIDN.
4. Retrieving - once a document has been stored, you need to be able to get it back and view it. Retrieving a document is done by searching with one or more of the index keys.

All types of documents can be scanned.

Document scanning is the procedure of using software and scanners to transfer any image or text on paper to a digital picture. The image can then be indexed and stored in a document storage system and is available as a single copy to many people and systems.

This is a software module in OnBase normally used for two conditions: for bulk scanning to scan large volumes of documents, and when the scanner in use is not directly connected to the database repository from which the documents will be retrieved.

At Fordham, we have a hosted environment and the repository is disconnected from the network. Once scanned, an internet connection is used to upload the document batches.

Right-click the selected batch(es) in the Disconnected Scanning application and select "Upload Batch".

Workflow is a module in OnBase which manages automation solutions. A workflow solution can be initiated by the submission of a web form or by the import of a specific document. Workflow solutions are configurable solutions meeting specific requirements. The functionality enables business process automation and has been proven to yield return on investment.

If you misplaced an email with the link or if the link is no longer valid, you can log in to the Hyland OnBase Web Client to view and approve your pending request(s).  

1. Log in to fordham.edu (Chrome is the recommended browser)
2. Access the My Apps page.
3. Click on OnBase in the Applications section. This application will open in a new window. 
4. On the top left of the page you should see the menu (three horizontal lines).
   • Click on the menu and find the ‘Open Workflow’ option.
   • All workflow solutions currently available to you will display
   • Select the desired solution
   • View your approval queue