Division of Information Technology

Document Tools

To get to the Document tab, find and open a document by either the Custom Queries or Retrieval tool.  If you cannot find a document because the index is incorrect try to use the wildcard character *.

Once you open a document, you can

1. View and update Keywords
   • This will allow you to change the Keywords of a document like fixing names or numbers that were made erroneously during importing and indexing.
2. View the documents Cross References
3. View Revisions, History and the Properties
4. Send to
   • Email Recipient
     • This will open Outlook email.  If you are not an Outlook email user, choose File, instead.  This will create a copy of the file on your desktop.  Then manually create the email and send the file as an attachment from your own email system.
   • My Personal Page
   • Envelope (use the Envelope feature to group documents together for other OnBase users)
   • File
     • This feature will create a separate file and, by default, place it on your desktop after you hit Save.
     • You can the directory from desktop to another folder by clicking on Browse.
5. Print
6. Re-Index
   • This will allow you to change the document type and keywords.  If Keywords that you want to change appear grayed out, click the arrow-X next to Keywords.  This will remove all keywords for you to retype:
     
7. Delete
   • This will delete a document. 
   • Only administrators can bring it back if it was accidentally deleted.
8. Check Out 
   • This will prevent others from working on the document while you have it checked out.
9. View Notes List on the document
10. Create Sticky Notes
    • ​​​​​​​When you create a note, click off of it to save it: 
      
    • To view all of a document's notes, click View Notes List.
    • You can request from the administrators the creation of other types of notes with different colors and names.
11. Delete Note
12. Set Privacy Options
    • The Privacy Options are for the notes you create and not the document itself.  For questions on the security of a document type, please direct them to the Point of Contact in your department who can then speak with the OnBase administrators.
    • ​​​​​​​​​​​​​​You can prevent Viewing, Updating, and Deleting of Notes in the Privacy Settings.​​​​​​​