OnBase

CSUN eProcess+ is a campus-wide initiative using technology to digitally transform processes for our students, faculty and staff.  The initiative leverages applications such as Adobe Sign, myCSUNbox, OnBase, SOLAR, and others to create user friendly, efficient online processes using workflow and electronic signatures.

The following four guiding principles help prioritize the processes to transition to electronic and/or digital platforms.

• High Impact - Processes that are frequently used by students, faculty and/or staff, time sensitive, and which most impact the constituent’s CSUN experience.
• Risk Management/Safety/Security – Processes that are identified as necessary to minimize or mitigate risk, or which protect CSUN constituents from a safety, security or privacy perspective.

• Compliance – Processes that are mandated by federal, state, local, CSU and CSUN policies, including those of the recognized auxiliaries.

• Productivity  – Enhance processes that are time-consuming, duplicative, and/or require excessive approval

Want to Get Started?

These individuals have been identified as eProcess+ liaisons and serve as points of contact to provide assistance and answer questions regarding the eProcess+ initiative.

Submit a Digital Transformation Request

The Unity Client is user-friendly and is installed on and accessed from a workstation. 

View The Unity Client Installation Guide

The Web Client is accessible through the web and has a slightly different look and feel from the Unity Client.

Enable Dark Mode for Web Client

View instructions for remote access to OnBase 22.1 using a Mac or Windows computer.

To access more training, register on the OnBase user portal.

Once you have registered, use the same log in information to access more OnBase training. Access to training content can take up to 48 hours.

Uploading documents and indexing single files or batches is the process of adding keyword data to documents so that they can be searched later. 

By entering key words for search criteria, document retrieval finds documents based on the criteria you enter. Part of searching and retrieval is locating cross-referenced documents, creating easy to use custom queries and finding documents in an organized file or folder system.

Once a document is found and retrieved, there are several things you can do with the document including working with the document data. Document pages can be reordered, scanned images can be read and indexed, and notes or annotations can be made.

Capture - Scan/Import/Sweep

Scanning forms, adding email records and email attachments, including information from other systems is all part of the OnBase capture capabilities.

Manage

Managing data within OnBase means working with the documents in the system based on the business rules set up. This includes routing for processing and approving.

Access

There are several ways to access OnBase information to get users what they need. The Unity and Web clients are the primary access points used at CSUN.

Integration

OnBase currently integrates with other systems to exchange data and interact.

Measuring

OnBase has built in measures such as the folder structures, templates, and status views to make the data more usable and meaningful.

Storage

OnBase encrypts, stores, retains and can destroy data based on needs.

• Enabled Dark Mode for Web Client
• The Web Client respects new minimum browser versions
• HTML Web Client and Integrated Office Viewer
• Enhanced interface features for Unity Client
• Improved accessibility

As each department becomes an OnBase user, the document owners determine who should have access. User accounts are created during implementation. After the initial implementation, access requests are made to the document owner. If the document owner approves the request, the document owner can request that an account be created.  

To request OnBase access (*preferred paperless method):

Initiating an OnBase access request form can be done electronically using Adobe Sign in two ways:

1. If you do not have Adobe Sign sender access, contact your Adobe Sign business owner who can initiate the OnBase access request form for you. View the list of Adobe Sign business owners on our Adobe Sign webpage under the heading: How Do I Request Adobe Sign Access?

Be sure to provide the business owner with the following information: Your name, email address, CSUN ID, extension, portal ID and machine ID.

 You will also need to provide the following information to the business owner:

• Which workflow to use, either: OnBase Access Request - Level 1 Data Users or OnBase Access Request - No Level 1 Data
• Which document group(s) the OnBase user will need to access
• Whether the document group(s) contain level 1/confidential data
• If the document group(s) contain level 1/confidential data, whether a VP, Admin & Finance signature is already on file for this employee
• Type of access the OnBase user should have (Power User/User/Index Only/Scan Only/Other)

Any additional description of the access or a document to attach that further describes access


If you have Adobe Sign sender access, you can log in to Adobe Sign and initiate the form.

1. Select the Start from library button in the center of the webpage.
2. Select the Workflows button on the left.
3. Select the appropriate Onbase Access Request workflow. You can select OnBase Access Request - Level 1 Data Users or OnBase Access Request - No Level 1 Data workflow.

OnBase Web Client: Supported Browsers for macOS 

OnBase Web Client: Supported Browsers for Windows OS

OnBase 22.1.20: Using a supported browser, you can log in to the OnBase Web Client.

Supported Operating Systems for Unity Client

• Windows 8.1 or later

Hardware Requirements

The university uses OnBase in various ways to perform document storage, routing and to obtain eSignatures.

Documents

• Confidential documents that enter the university in paper form are scanned and stored in OnBase.
• OnBase is often used when documents requiring workflow routing.

Forms

• Forms that contain Level 1 confidential data are processed through OnBase.
• Paper forms that can transition to electronic forms can be processed through OnBase.

If you're new to OnBase, it's best to familiarize yourself with some of the terms used when working with OnBase. 

Capture
Capture is the process of adding paper or electronic documents into OnBase.

• Scan: paper documents that are added to OnBase using a scanner
• Import: electronic files that are added to OnBase one at a time
• Sweep: batches of electronic files that are added to OnBase

Cross-reference
Allows easy navigation between related document types without using document retrieval.

Document Type
A unique type of document with its own keywords (e.g. invoice, transcript, direct deposit form).

Document Type Group
Represents a logical grouping of document types (e.g. Human Resources, Student Records, Purchasing).

Index
Generally included as a function while capturing, indexing is the process by which document content is assigned relevant keyword values and unique identifiers. Indexing helps in document lookup and retrieval.

Keywords
User defined values used to identify and search for documents (e.g. CSUN ID, last name, invoice number).

Retrieval
Searching for documents by selecting a document type and entering keyword values.

Workflow
OnBase workflow provides automatic processing and routing for documents based on business rules.

For assistance with Curriculum Proposals, please email curriculum@csun.edu or call (818) 677-2969.

To report issues or request help, use this form to submit a Digital Transformation ticket directly to our team.