nolij web end user training student services information systems (ssis) 1
TRANSCRIPT
Nolij Web End User Training Nolij Web End User Training
Student Services Information Systems (SSIS)
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OutlineOutline• Introduction
• Getting Started
• End User Interface
• Query/Search Bar
• Query Results
• Folder Objects
• Adding New Documents
• Naming Documents
• Deleting Documents
• Recovering Deleted Documents
• Other Items on “Right Click Lists”
• Document Version Control
• Templates
• Auto Indexing
• Document Display
• Annotations
• Text Searching
• Batches
• Forms
• Reports
• Workflows
• Communication
• Other Tools
• Scanning & Retention
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IntroductionIntroduction
• What is Nolij Web?
• What is Document Imaging?– Capture, store, and retrieve documents
– Distribute information via workflow
• Efficient and Productive
• Technology to eliminate paper
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Getting Started: Logging InGetting Started: Logging In
• Open browser
• Type in banner.cnu.edu:8080 in browser address bar
• On following page, click “Nolij – Test”
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Logging In: Banner PageLogging In: Banner Page
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Logging inLogging in• On the Nolij Web 6 login screen, enter your
CNU log in credentials– Username: CNU ID Number
– Password: CNU Connect Password
• Click “Log in”
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Logging In Error MessagesLogging In Error Messages
• If an error message appears while logging in, check your username and password first, then contact your system administrator in SSIS.
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End User InterfaceEnd User Interface
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Batch Query BarBatch Query Bar
ToolbarToolbar
WorkflowWorkflow
Query or Search Bar Query or Search Bar
Document/Form Viewer
Document/Form Viewer
System Folder Objects
System Folder Objects
System BrowserSystem
Browser
Folder ObjectsFolder ObjectsQuery ResultsQuery Results
Main ToolbarMain Toolbar
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Click on drop down to get two options:-Open User’s Guide-About Nolij Web
Click on drop down to get two options:-Open User’s Guide-About Nolij Web
Work Complete: Used when an
automated workflow is in place
Work Complete: Used when an
automated workflow is in place
Clear Query: Used to clear the
search bar
Clear Query: Used to clear the
search bar
Scan: Used to scan documents from
scanner (Only appears when a folder is open)
Scan: Used to scan documents from
scanner (Only appears when a folder is open)
Click on drop down to get four options: -View Options-Themes-Document Viewer-Form
Click on drop down to get four options: -View Options-Themes-Document Viewer-Form
Click on drop down to get three options:
-Communication Window-Graphical Workflow-User Summary
Click on drop down to get three options:
-Communication Window-Graphical Workflow-User Summary
Role: Changes roles without logging out Role: Changes roles without logging out Logout of
Nolij WebLogout of Nolij Web
Query (Search) BarQuery (Search) Bar
• Customized specific to your department
• Contains fields where you perform a search
• Type the information that you want to find in the appropriate fields
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Query ResultsQuery Results
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Type in Data to Search
Type in Data to Search
Click on Name to open folder (Notice Folder Icon is open)
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
The rest of the Query Bar is populated
Query ResultsQuery Results
• Most important Buttons– Use the clear query to clear the query boxes
after a search is complete and you are done with the information
– Clear search results button to clear query results area before searching for the next folder
• To prevent leaving a folder open so another can access it:– Clear query boxes
– Lock your computer
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Folder ObjectsFolder Objects
• Shows the documents in the selected folder
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Folder ObjectsFolder Objects
Click on Folder to see Objects
Click on Folder to see Objects Click on Document to
ViewClick on Document to
View
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Can Sort ColumnsCan Sort Columns
Can Control Which Columns
Are Visible
Can Control Which Columns
Are Visible
Adding New DocumentsAdding New Documents
• Scanning 1. Open Folder
2. Click the Scan Button on Toolbar
3. If necessary, choose which scanner
4. Check settingsa. Black and white
b. Select at least 300 dpi
c. Front of page only or duplex
5. Click OK or Scan
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Multipage and Using Blank PagesMultipage and Using Blank Pages
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Adding New Documents Adding New Documents
• From Computer Drives or Files: Drag and Drop1. Open the student folder
2. Open both the system and the system objects panels by clicking on the expand button
3. Find the file that contains the document to be added to the student folder, and click on file name
4. Click on document under system objects and drag up to folder objects
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Click on Expand ButtonsClick on Expand Buttons
Click on Folder Name
Click on Folder Name
Click & Drag Document from
System Objects to Folder Objects
Click & Drag Document from
System Objects to Folder Objects
Naming DocumentsNaming Documents• Documents added are named based on file type– Scanned documents have an image number
– Dragged and dropped documents carry over the name from the original file
• To name a document, right click on the document icon.– A list of document names will appear or you can select
from more index types
– Click on the name for the document• Doc types can be locked to always display on the index list
(up to 10 Doc types will be listed in Index list)
• To rename a document, right click, and “Rename”19
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Naming DocumentsNaming Documents
Customizing a Document NameCustomizing a Document Name• Right click on document, choose rename
• This will bring up the box to rename the document
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• Click on end document name until the box around the name turns from black to white
• The cursor should be already at the end of the document name
• Type the addition to the name
Indexing a Sub-FolderIndexing a Sub-Folder
• Two Ways:1. Under folder objects, click on document and drag
to correct tab
2. Right-click on the document, select sub-folders, and select the correct tab
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Deleting Documents Deleting Documents
• Your user role determines if you can delete a document
• To delete a document– Right-click on the document you want to delete.
To select multiple documents, hold the Ctrl key as you left click each document with your mouse, then right click on the documents with your mouse.
– Click delete from the popup menu and confirm in the popup menu
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Recovering Deleted DocumentsRecovering Deleted Documents• Your user role determines if you can recover deleted
documents
• To recover deleted documents:– Right-click on the folder that contains the deleted
document you want to recover
– From the popup menu, select “Recover Files in Folder”• The Document Recovery dialog box appears
– To recover one document, select the document and click “Recover Document”
– To recover all documents, click “Recover All”• Recovered documents appear in the Folder Objects panel.
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Other Items on “Right Click List”Other Items on “Right Click List”
• Duplicate–Makes a copy of the document
– Example: Document now named “Copy of Application”
• Reset Name– Reverts document’s name back to the original
document type
– Example: Application revert back to image012345.tif
• Delete–Must have rights
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Other Items on “Right Click List”Other Items on “Right Click List”
• Properties
• File Recovery: Recover files in folder
• History: To view folder history information, which provides information about the movement through your workflow– History is not displayed for folders not in your
workflow or any other workflow.
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Document Version ControlDocument Version Control
• Documents can be edited and saved again in Nolij Web– Document type must be configured for version
control
–Make changes and click the save button
– Close the document
– Complete comment field on versioning document window
– Click ok
• You can look in properties under the version tab to see the details on editing and versions 29
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Document DisplayDocument Display
• Display—Customizing the user view– Can increase the size of the document viewer
– Preference button on main toolbar
– Can change layout• View options
• Horizontal: Query bar across top
• Vertical: Larger document viewer area
– Can change theme (colors)
– Can hide bookmarks section in document viewer
– Can detach the form from the document viewer to a separate window 33
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Horizontal View Option
Horizontal View Option
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Vertical View Option
Vertical View Option
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Maximize: Allows Document Viewer to
take up the entire screen
Maximize: Allows Document Viewer to
take up the entire screen
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Maximized ViewMaximized View
Restore to Normal View
Restore to Normal View
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Display—Imaging ToolbarDisplay—Imaging Toolbar
• Will appear once you select a document within a student folder
• Helps with viewing documents
• Change the size of the documents– Zoom in: Makes prink larger
– Zoom out: Makes print smaller
– Best fit: Puts whole document in view
– Zoom in Width: Fills up the viewer
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Display—Imaging ToolbarDisplay—Imaging Toolbar
• Change the orientation of the document– Rotate left & right
– This is considered a change to the document and will be auto saved
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Display—Multi-Page DocumentsDisplay—Multi-Page Documents
• To create multi-page documents– Select the first document you want to merge into
– Then hold ctrl and click on the document you want to merge into
– Select ‘merge selected’ example in next slide• Note: make sure you pick the order you want the pages to be
in.
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To Extract a Page from a Multi-Page To Extract a Page from a Multi-Page Document Document
• Find the page you want to extract
• Click on “extract page from the document” (This is in the tool area of document viewer)
• Answer the prompt (“Would you like to delete the extracted page from the original document?”)
• A copy appears in the folder objectives
• Name will be page no. of… “name of original document”
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Display—Bookmarks Display—Bookmarks
• To bookmark a page– Find the page in the document
– Type description or name of the bookmark (this is in the tool area of document viewer)
– Click on the Add/Delete bookmark button
– Repeat for each page
• Note: The bookmark functionality will only appear if a document is multi-page. This feature can also be hidden
44Name SectionName Section Next & Previous
BookmarkNext & Previous
Bookmark
Add/Delete BookmarkAdd/Delete Bookmark
Display—Print Display—Print
• Must have rights to print
• To Print:– Open document to print
– Click on the print icon on the imaging toolbar
– Print Wizard pops up
– Follow instructions in Wizard
– Note: Annotation will print if the document has them. Currently, there is no functionality to disable the annotation when printing.
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AnnotationsAnnotations
• Able to make information stand out on a certain document– Highlighter, circle, square
• Able to hide information– Redaction
• Able to make notes on a certain document– Text
– Sticky Note
– Stamps: CNU does not have this tool currently; however, if we have a need in the future, we can add it.
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AnnotationsAnnotations
• Button looks like a wrench
• Users without annotation rights will be able to see annotations but cannot add/delete them
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Click on Drop Down to Select all Annotations
Types
Click on Drop Down to Select all Annotations
Types
Annotations—Highlighting Annotations—Highlighting
Click and Drag a Box around the Area to be
Highlighted
Click and Drag a Box around the Area to be
Highlighted
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Annotations—Circle Annotations—Circle
Click and Drag over area to be circled
Click and Drag over area to be circled
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Annotations—Redaction Annotations—Redaction
Click and Drag a Box around the
Area to be Redacted
Click and Drag a Box around the
Area to be Redacted
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Annotations—Free TextAnnotations—Free Text
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Click and Drag Over Area to Create Text
Box Then Type Note(s)
Click and Drag Over Area to Create Text
Box Then Type Note(s)
Annotations—Square Annotations—Square
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Click and Drag over
Area to be
Squared Off
Click and Drag over
Area to be
Squared Off
Annotations—Sticky NoteAnnotations—Sticky Note
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Click and drag to create the
area, then type note(s)
Click and drag to create the
area, then type note(s)
Annotations—Customizing Annotations—Customizing
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Annotations—Hiding AnnotationsAnnotations—Hiding Annotations
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Annotations—Editing Annotations—Editing
• To move an annotation– Click arrow button on imaging toolbar
– Click on the annotation to be moved
– click and drag annotation to new location
• To delete an annotation– Right click on the annotation
– Click on “delete annotation”
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Text SearchingText Searching
• Text Search in Folder Objects– Click on drop down arrow beside wrench in folder
objects and choose “filter on”, ten “document text”
– Enter the text to search and click on arrow key
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Index Type Search in Folder ObjectsIndex Type Search in Folder Objects
• Click on drop down arrow beside wrench in folder objects and choose “filter on”, then “index type”
• Enter the text to search and click on arrow key
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BatchesBatches
• Batches are “Virtual to be Filed Folders” and are used to stored documents that are not associated with any particular record, such as batches of scanned documents or miscellaneous documents.– Can be used as a temporary holding place for documents
waiting to be indexed
– Can add documents like student folder
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Batches Batches
• You can have multiple batches to hold different types of documents– Today’s mail
– Applications
– Counselor A-D
– Seminar Documents (Permanent Holding Place)
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BatchesBatches
• To open a current batch:– Click on the drop down arrow beside the batch’s blank
field
– Select name of batch to open
– Under query results, click on batch name to open
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BatchesBatches
• To create a new batch:– Click in the batch box and type the name of the
batch
– Click ok
– A wizard will appear, click yes
– Under query results, click on batch name to open
• To allow multiple search results to display at once, uncheck “Clear All Results Before Each Query”
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Uncheck to Allow Multiple Results to
Display
Uncheck to Allow Multiple Results to
Display
Batches—Lock Query ResultsBatches—Lock Query Results• Locking the query results prevents the folder from
accidently going away
• Your user role determines if you can lock query folders. When you select a folder that is not locked by another user, you lock the folder for you own use.
• Other users can see folder contents but cannot make any changes.
• If you select a folder locked by another user, Nolij Web displays a message stating that the folder is locked and changes cannot be made.
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Batches-Lock Query ResultsBatches-Lock Query Results
• To lock the query results– Right click on the query “Paper” icon
– Click on “Lock Query Results”
– Repeat to unlock the query results
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Batches—Indexing to FoldersBatches—Indexing to Folders
• To index documents in a batch to folders:– Lock batch and open batch folder
– Look at the first document to determine which student it belongs
– Type in student ID or name in the query bar
– Click on the document under folder objects, drag a student folder under query results until the folder name turns blue
– Open the student folder and name the document (documents can also be named in the batch before moving to folder)
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Batches—Clearing the Search FieldsBatches—Clearing the Search Fields
• Since batches are also in a query bar, you need to clear your searches like you would do for other search bars
• Use the clear search fields and clear search results buttons
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Batches—Indexing to a BatchBatches—Indexing to a Batch
• To index documents in a folder to batch:– Lock folder and open folder
– Click on the document under folder objects, drag to batch folder under query results until the batch folder name turns blue
• To index documents in a folder (1) to another folder (2)– Lock folder (1) and open folder (1)
– Click on the document under folder objects, drag to folder (2) under query results until the folder (2) name turns blue
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Batches—Moving Between FoldersBatches—Moving Between Folders
• Batch to folder
• Folder to batch
• Folder to folder
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BatchesBatches
• To delete a batch folder, in the Query Results panel, right-click the batch folder and click “Delete Batch folder.” The folder is deleted and is removed from the Query Results panel.
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FormsForms
• Forms are a way to pull information from Banner
• Department specific for the type of role being performed
• Information can be viewed that relates to the folder that is opened
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FormsForms
• To open the form:– At the bottom of the document viewer, you should see a
form bar
– Click on the maximize button
– Open a folder
– Information will appear in the form
– To detach a form, select the detach button
– To select another form, click on the drop down
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Forms—Adding a NoteForms—Adding a Note
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Type in NoteType in Note
Click the Save Button
Click the Save Button
WorkflowWorkflow
• Workflow in Nolij Web is designed to replicate the flow of folders throughout the office
• Folders are routed based on rules of the department
• 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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Sample WorkflowSample Workflow
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Workflow Bar
Workflow Bar
Step of the Workflow Where
Folders are Currently Located
Step of the Workflow Where
Folders are Currently Located
WorkflowWorkflow
• Two ways to move a folder through the workflow:–Manual workflow: the user chooses where to move
the folder
– Automatic workflow: the system will move the folder automatically based on policies
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Workflow—Manual Workflow—Manual
• To move a folder manually through the workflow:– Open folder
– Click on the drop down arrow on the workflow bar
– Choose the inbox to receive folder
– The new location will show on the workflow bar• Inboxes are highlighted blue to indicate that a new folder has
entered them
– The folder is now sent to that inbox• Click on query results to move all folders in query to an
inbox
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Click on Query Result to Move All Folders in Query
Result to an Inbox
Click on Query Result to Move All Folders in Query
Result to an Inbox
Workflow—Automated Workflow—Automated
• To do automated workflow:– Open folder and complete work
– Click on the “Work Complete” button on the main toolbar
– A Wizard will pop up stating whether or not the folder will be moved and where to
– If needed, click ok to move to the next step (or cancel to keep folder where it is)
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Workflow—Viewing InboxWorkflow—Viewing Inbox
• To view the items in the inbox
–Click on the inbox
– Inbox detail window opens
–Select the folder to open and click the open button
–The folder will open automatically
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Workflow—Sorting InboxWorkflow—Sorting Inbox
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Workflow—Folder PriorityWorkflow—Folder Priority
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Remove Folder form WorkflowRemove Folder form Workflow
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CommunicationCommunication
• Collaboration– Communicate with other Nolij Web users • See who is in Nolij Web
• Users must have permission to use collaboration
– View information
– View debug messages (optional)
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CommunicationCommunication
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First, Click on Tools in the Top of the tool bar and then click on
Communication Window
First, Click on Tools in the Top of the tool bar and then click on
Communication Window
In the Next Window, Click on the Collaboration
Tab
In the Next Window, Click on the Collaboration
Tab
Double Click on a Person’s ID Number
to Message Them via Nolij
Double Click on a Person’s ID Number
to Message Them via Nolij
Other ToolsOther Tools
• User Summary: under the tools button (beside preferences on the toolbar)
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Other ToolsOther Tools
• Graphical Workflow
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