OnBase

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.

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.

To request OnBase access, an OnBase Access Request needs to be submitted. 

How to Submit an OnBase Access Request Guide (PDF)

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

View The Unity Client Installation Guide

Supported Operating Systems for Unity Client

• Windows 8.1 or later

Hardware Requirements

OnBase Login

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

Web Client Login

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 Guide

Supported Browsers for OnBase Web Client

OnBase Web Client: Supported Browsers for Mac OS

OnBase Web Client: Supported Browsers for Windows OS

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

To access training, register on the OnBase/Hyland user portal.

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

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.