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Nolij Web End User Training Version 65
Nolij Corporation
1
Introduction to Nolij Web
2
Nolij Corporation ndash Quick Facts
bull Phonetic Spelling of ldquoKnowledgerdquo bull Incorporated in 1999 Headquartered in MAbull Exclusive Focus on Higher Educationbull Complete Software and Service Providerbull Over 200 College and University Customersbull Four Primary Products
ndash Nolij Webndash Nolij Transfer ndash Nolij ICROCRndash Nolij Connect
3
Nolij Corporation ndash Position
bull Nolij is the Leading Provider of Document Imaging Workflow Data Integration and Forms Processing Technology for Higher Education
bull Hundreds of Colleges and Universities World-wide Rely on Nolij to Improve the Capture Input Availability and Flow of Information
4
Nolij Web
5
What is Document Imaging
bull Capture Store and Retrieve Documentsndash Hard Copy (eg paper vellum etc)ndash Electronic (eg MS Office PDF etc)ndash Multimedia (eg video audio etc)ndash Web Content (eg HTML XML etc)ndash Many More
bull Distribute Information via Workflowbull Subset of Enterprise Content Managementbull Technology to Eliminate Paper
6
Benefits of Nolij Web
bull Designed and Built for Higher Educationbull Contains Built-In Best Practicesbull Easy to Deploy and Maintainbull Includes Robust Customizable Workflowbull Embedded Encryption Protects Sensitive Databull Access Documents from Anywherebull Leverages Existing Infrastructurebull Integrates with All Popular Applicationsbull Fully Web-Based
7
Understanding lsquoWeb-Basedrsquo
bull Nolij Web is Deployed via Web Serverbull Runs in a Web Browser
8
End User Solution
bull Primary Nolij Web Functional Interfacebull Provides End User Access to All Nolij Web
Features and Functionalityndash Scanning Storage Retrieval Annotation
Workflow Reporting Integrated Forms Collaboration and more
bull Presents Single Unified View of All Documents and Data
bull Productivity Enhancement Tool
9
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Introduction to Nolij Web
2
Nolij Corporation ndash Quick Facts
bull Phonetic Spelling of ldquoKnowledgerdquo bull Incorporated in 1999 Headquartered in MAbull Exclusive Focus on Higher Educationbull Complete Software and Service Providerbull Over 200 College and University Customersbull Four Primary Products
ndash Nolij Webndash Nolij Transfer ndash Nolij ICROCRndash Nolij Connect
3
Nolij Corporation ndash Position
bull Nolij is the Leading Provider of Document Imaging Workflow Data Integration and Forms Processing Technology for Higher Education
bull Hundreds of Colleges and Universities World-wide Rely on Nolij to Improve the Capture Input Availability and Flow of Information
4
Nolij Web
5
What is Document Imaging
bull Capture Store and Retrieve Documentsndash Hard Copy (eg paper vellum etc)ndash Electronic (eg MS Office PDF etc)ndash Multimedia (eg video audio etc)ndash Web Content (eg HTML XML etc)ndash Many More
bull Distribute Information via Workflowbull Subset of Enterprise Content Managementbull Technology to Eliminate Paper
6
Benefits of Nolij Web
bull Designed and Built for Higher Educationbull Contains Built-In Best Practicesbull Easy to Deploy and Maintainbull Includes Robust Customizable Workflowbull Embedded Encryption Protects Sensitive Databull Access Documents from Anywherebull Leverages Existing Infrastructurebull Integrates with All Popular Applicationsbull Fully Web-Based
7
Understanding lsquoWeb-Basedrsquo
bull Nolij Web is Deployed via Web Serverbull Runs in a Web Browser
8
End User Solution
bull Primary Nolij Web Functional Interfacebull Provides End User Access to All Nolij Web
Features and Functionalityndash Scanning Storage Retrieval Annotation
Workflow Reporting Integrated Forms Collaboration and more
bull Presents Single Unified View of All Documents and Data
bull Productivity Enhancement Tool
9
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Nolij Corporation ndash Quick Facts
bull Phonetic Spelling of ldquoKnowledgerdquo bull Incorporated in 1999 Headquartered in MAbull Exclusive Focus on Higher Educationbull Complete Software and Service Providerbull Over 200 College and University Customersbull Four Primary Products
ndash Nolij Webndash Nolij Transfer ndash Nolij ICROCRndash Nolij Connect
3
Nolij Corporation ndash Position
bull Nolij is the Leading Provider of Document Imaging Workflow Data Integration and Forms Processing Technology for Higher Education
bull Hundreds of Colleges and Universities World-wide Rely on Nolij to Improve the Capture Input Availability and Flow of Information
4
Nolij Web
5
What is Document Imaging
bull Capture Store and Retrieve Documentsndash Hard Copy (eg paper vellum etc)ndash Electronic (eg MS Office PDF etc)ndash Multimedia (eg video audio etc)ndash Web Content (eg HTML XML etc)ndash Many More
bull Distribute Information via Workflowbull Subset of Enterprise Content Managementbull Technology to Eliminate Paper
6
Benefits of Nolij Web
bull Designed and Built for Higher Educationbull Contains Built-In Best Practicesbull Easy to Deploy and Maintainbull Includes Robust Customizable Workflowbull Embedded Encryption Protects Sensitive Databull Access Documents from Anywherebull Leverages Existing Infrastructurebull Integrates with All Popular Applicationsbull Fully Web-Based
7
Understanding lsquoWeb-Basedrsquo
bull Nolij Web is Deployed via Web Serverbull Runs in a Web Browser
8
End User Solution
bull Primary Nolij Web Functional Interfacebull Provides End User Access to All Nolij Web
Features and Functionalityndash Scanning Storage Retrieval Annotation
Workflow Reporting Integrated Forms Collaboration and more
bull Presents Single Unified View of All Documents and Data
bull Productivity Enhancement Tool
9
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Nolij Corporation ndash Position
bull Nolij is the Leading Provider of Document Imaging Workflow Data Integration and Forms Processing Technology for Higher Education
bull Hundreds of Colleges and Universities World-wide Rely on Nolij to Improve the Capture Input Availability and Flow of Information
4
Nolij Web
5
What is Document Imaging
bull Capture Store and Retrieve Documentsndash Hard Copy (eg paper vellum etc)ndash Electronic (eg MS Office PDF etc)ndash Multimedia (eg video audio etc)ndash Web Content (eg HTML XML etc)ndash Many More
bull Distribute Information via Workflowbull Subset of Enterprise Content Managementbull Technology to Eliminate Paper
6
Benefits of Nolij Web
bull Designed and Built for Higher Educationbull Contains Built-In Best Practicesbull Easy to Deploy and Maintainbull Includes Robust Customizable Workflowbull Embedded Encryption Protects Sensitive Databull Access Documents from Anywherebull Leverages Existing Infrastructurebull Integrates with All Popular Applicationsbull Fully Web-Based
7
Understanding lsquoWeb-Basedrsquo
bull Nolij Web is Deployed via Web Serverbull Runs in a Web Browser
8
End User Solution
bull Primary Nolij Web Functional Interfacebull Provides End User Access to All Nolij Web
Features and Functionalityndash Scanning Storage Retrieval Annotation
Workflow Reporting Integrated Forms Collaboration and more
bull Presents Single Unified View of All Documents and Data
bull Productivity Enhancement Tool
9
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Nolij Web
5
What is Document Imaging
bull Capture Store and Retrieve Documentsndash Hard Copy (eg paper vellum etc)ndash Electronic (eg MS Office PDF etc)ndash Multimedia (eg video audio etc)ndash Web Content (eg HTML XML etc)ndash Many More
bull Distribute Information via Workflowbull Subset of Enterprise Content Managementbull Technology to Eliminate Paper
6
Benefits of Nolij Web
bull Designed and Built for Higher Educationbull Contains Built-In Best Practicesbull Easy to Deploy and Maintainbull Includes Robust Customizable Workflowbull Embedded Encryption Protects Sensitive Databull Access Documents from Anywherebull Leverages Existing Infrastructurebull Integrates with All Popular Applicationsbull Fully Web-Based
7
Understanding lsquoWeb-Basedrsquo
bull Nolij Web is Deployed via Web Serverbull Runs in a Web Browser
8
End User Solution
bull Primary Nolij Web Functional Interfacebull Provides End User Access to All Nolij Web
Features and Functionalityndash Scanning Storage Retrieval Annotation
Workflow Reporting Integrated Forms Collaboration and more
bull Presents Single Unified View of All Documents and Data
bull Productivity Enhancement Tool
9
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
What is Document Imaging
bull Capture Store and Retrieve Documentsndash Hard Copy (eg paper vellum etc)ndash Electronic (eg MS Office PDF etc)ndash Multimedia (eg video audio etc)ndash Web Content (eg HTML XML etc)ndash Many More
bull Distribute Information via Workflowbull Subset of Enterprise Content Managementbull Technology to Eliminate Paper
6
Benefits of Nolij Web
bull Designed and Built for Higher Educationbull Contains Built-In Best Practicesbull Easy to Deploy and Maintainbull Includes Robust Customizable Workflowbull Embedded Encryption Protects Sensitive Databull Access Documents from Anywherebull Leverages Existing Infrastructurebull Integrates with All Popular Applicationsbull Fully Web-Based
7
Understanding lsquoWeb-Basedrsquo
bull Nolij Web is Deployed via Web Serverbull Runs in a Web Browser
8
End User Solution
bull Primary Nolij Web Functional Interfacebull Provides End User Access to All Nolij Web
Features and Functionalityndash Scanning Storage Retrieval Annotation
Workflow Reporting Integrated Forms Collaboration and more
bull Presents Single Unified View of All Documents and Data
bull Productivity Enhancement Tool
9
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Benefits of Nolij Web
bull Designed and Built for Higher Educationbull Contains Built-In Best Practicesbull Easy to Deploy and Maintainbull Includes Robust Customizable Workflowbull Embedded Encryption Protects Sensitive Databull Access Documents from Anywherebull Leverages Existing Infrastructurebull Integrates with All Popular Applicationsbull Fully Web-Based
7
Understanding lsquoWeb-Basedrsquo
bull Nolij Web is Deployed via Web Serverbull Runs in a Web Browser
8
End User Solution
bull Primary Nolij Web Functional Interfacebull Provides End User Access to All Nolij Web
Features and Functionalityndash Scanning Storage Retrieval Annotation
Workflow Reporting Integrated Forms Collaboration and more
bull Presents Single Unified View of All Documents and Data
bull Productivity Enhancement Tool
9
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Understanding lsquoWeb-Basedrsquo
bull Nolij Web is Deployed via Web Serverbull Runs in a Web Browser
8
End User Solution
bull Primary Nolij Web Functional Interfacebull Provides End User Access to All Nolij Web
Features and Functionalityndash Scanning Storage Retrieval Annotation
Workflow Reporting Integrated Forms Collaboration and more
bull Presents Single Unified View of All Documents and Data
bull Productivity Enhancement Tool
9
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
End User Solution
bull Primary Nolij Web Functional Interfacebull Provides End User Access to All Nolij Web
Features and Functionalityndash Scanning Storage Retrieval Annotation
Workflow Reporting Integrated Forms Collaboration and more
bull Presents Single Unified View of All Documents and Data
bull Productivity Enhancement Tool
9
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Secure
bull Nolij Web stores the documents securelybull Only those specifically granted access to a
document can view itbull Each action related to a document (view
download uploadedit share annotate) requires a separate security permission
bull You control the security for your departmentbull Nolij Web is backed up nightly
10
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Getting Started
11
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Overview
bull The system was developed in careful and total collaboration with Amy Tami Trina and Jennifer ndash over a period of many years eRPT was designed by the right people on campus who know the existing process and policies inside and out
bull eRPT adheres to the existing policies and fundamental RPT processes It is not about changing policies and fundamental processes
bull This is the first training session more will be coming in the summer
bull If you have Questions contact Faculty Administration or the AVP for Academic Affairs
12
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
What am I going to be doing
bull Adding users to rolesndash Granting users access to ERPT
bull Initiating Candidatersquos folderndash Complete the RPT Summary External
Reviewer Dept Email formsndash Start the folder in the workflowndash Track the progress
13
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
What am I going to be doing
bull Manage the processndash Hopefully we have made it easier
bull Vote review formbull Tracking of folder
ndash See who has it where it is in the processndash Candidate can track it themselves
bull Dept committee trackingbull Simple User Interfacebull Request UNIDrsquos for External Reviewersbull You control the process in your department
14
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
You control the process in your department
bull You add users to rolesbull You determine the department committeesbull You determine who sees what documents
whenbull You can route the folder as you see fitbull We have provided a template so you donrsquot
have to change anything itrsquos up to you
15
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Why ERPTbull The current business process conducted primarily through paper documentation and
other physical artifacts is characterized by stakeholders as inefficient and as exposing the institution to unnecessary expense and risk
bull Access to the system will be available according to established business processes to individuals with uNIDs and CIS passwords as well as external POIs performing reviews of faculty documents
bull At the U each year the typical circulation of RPT bindersboxes and documentation on Lower Campus andthe School of Medicine is as follows1048696 375 RPT bindersboxes per year 400- 2000 pages per reviewed professor per year at the departmentcollege level 200- 1048696‐ ‐1000 pagesper reviewed professor at the Vice President level and above 150000- 1048696750000 documents under review per year at the departmentcollege level ‐75000 ndash375000 documents under review per year at the Vice President level and above1048696 3642 people touch RPT documents each year
16
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Why ERPT
bull The University of Utah is expected to realize a reduction of the following risks associated with the current tangible paper-intensive RPT systemndash Overall institutional cost of multiple duplicative RPT
systemsndash Loss theft accidental destruction of
bindersboxesdocuments (legal action)ndash Bottlenecks causing delaysndash Individual office costsndash Procedural amp policy errors (legal action)ndash Unauthorized access to documents (legal action)
17
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
External Reviewers
bull UNID Requestndash First Name Last Name Address Email Phonendash Electronic Formndash Automatically routed to HRndash Email notification when set up
bull Still in process
18
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Simple User Interface
bull For the Faculty External Reviewers Department Committees
19
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Key concepts
20
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles
bull A ROLE can Determine What Work is Being Performed
bull Different ROLES have Different Rightsbull A User Can have Multiple ROLES bull Example A Registrar User Needs to Look Up
Student Information But May Also Need to Look Up Course Information
21
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Rights
bull RIGHTS are What is Allowedbull Different ROLES have Different RIGHTSbull Possible Rights
ndash Access to Documentsndash View Edit Add Index or Delete Documentsndash Email or Print Documentsndash Access to a Folder in Workflow
22
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Locked Folders
bull NolijWeb is a ldquoFirst Come First Serverdquo Systembull This Means the First User to a Folder will be
Able to Make Changes to that Folder bull This User has ldquoLockedrdquo the Folderbull Other Users will be Able to View that Folder
but Cannot make Changes
23
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Collaboration
bull Enhance Communication with Real-Time Messaging Interface
bull Compose and Send Text Messages Directly to Individual Browsersndash Keep Staff Connected Foster Collaboration
bull Supports Group-Level Notificationbull Always Know Whorsquos Online and Available for a
Chat
24
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Logging In
25
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Logging In
httpsnolij-testacsutaheduNolijWeb
26
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Logging In
bull Enter User Login Credentialsndash Enter uNIDndash Enter Password
bull For test use your birthday MMDDYY
ndash Click on ldquoLog Inrdquo Button
27
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Logging In ndash Error Messages
28
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
End User Interface
29
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
End User Interface
30
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles
bull Your active role determines your access
31
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles
bull You have at least 2 rolesndash WF Administrator ndash this is the primary rolendash Administrator ndash This is where you will grant
others roles for ERPT
32
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
33
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Admin User Interface
34
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
35
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
36
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Administrator
bull Select the icon next to Your Department Name
37
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Administrator
bull Select the icon next to Department Roles
38
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Adding Candidates
bull Click the Candidate role then right click the Candidate role select Add User
39
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Adding Candidates
bull Enter the Candidatersquos UNID then press OK
40
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Adding Candidates
bull Click on the unid you just added then click User Settings
41
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Adding Candidates
bull Enter the Candidatersquos name (User Description)and email (User Email Address)
42
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Adding Users to Roles
bull To add a user to role the process is the samebull Navigate to the role click the role right click
the role select Add Userbull Add the UNID click OKbull Select the UNID you just addedbull Select User Settingsbull Enter the userrsquos name and email
43
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
End User Interface
44
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
End User Interface
Toolbar
Workflow Inboxes
Query or Search Bar
Query Results
Folder Objects
Form
Document Viewer
Role
Workflow Status
45
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Main Toolbar
Click on drop down to get two option -User Guide -About Nolij Web
Work Complete - is used to when an automated workflow is in place
Clear Query - is used to clear your search bar
Click on drop down to get four options- View Options- Themes -Document Viewer-Form
Role ndash Change role without logging out
Logout ndash this logs the user of out Nolij Web
Scan ndash is used to scan documents from scanner (Only appears when a folder is open)
Click on drop down to get three options-Communication Window-Graphical Workflow-User Summary
46
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Search Bar
47
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Query or Search Bar
bull The Query is Customized Specific to Your Department and Search Requirements
48
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Query Bar
When searching start broadly and use the wildcard ()For example to find Robert Paine we would type PA in the Last Name box and hit enterIf you only search on PA nothing will be returned
49
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
How to look up a Folder
bull Click in a Box on the Query Bar to Activate Itbull Type the Proper Data to Search (Ex ID
Number Name)bull Hit Enter on the Keyboard
The NolijWeb wildcard is the percent sign
50
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Query Results
51
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Query Results
Type In Data to Search
Click on Name to open folder (Notice Folder Icon is open)
The rest of the Query Bar is populated
Query Results
52
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Query Results ndash Open Folder
The rest of the Query Bar is populated
Query Results
Folder is not OPEN
Folder is OPEN
Folder objects window has
tabs
53
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Query Results ndash Open Folder
Open folder Icon
Closed folder Icon
54
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Open Folder ndash Whatrsquos the big deal
bull The open folder is where the drag and drop documents will be added
bull Determines which faculty portfolio you are working on
bull We donrsquot want to add documents to the wrong folder
55
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Most Important Buttons
bull Clear Search Fields - to Clear Query Bar boxes
Before
After
56
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Most Important Buttons
bull Clear Search Results - to Clear Query Results area
57
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Recommend Practice
bull Use wildcard for initial search
58
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Recommend Practice
bull Select the faculty member (double click)
Query Bar will be populated
Name will be highlighted
Folder icon will be open
Folder objects window will have tabs
59
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Recommend Practice
bull Clear Search Results to Clear Query Results area
Query Bar will still be populated
60
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Recommend Practice
1 Place the cursor in a query box 2 Press enter 3 Select (double click) the faculty member
1
3
61
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Whybull Using a wildcard I search for Nathan Pace
bull I select Nathan Pace
62
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Why
bull I now want to search for Smith
I donrsquot see any results
The Query Bar is still populated with the previous infomation
We donrsquot get any results when searching for SMI becauseThe rest of the query bar is still populated with Nathan SmithsInformation
63
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Why
bull To avoid confusion always press Clear Query before searching for a new faculty member
64
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Searching Step by Step
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results
area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member7 Always press Clear Query before searching
for a new Faculty member
65
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Before You Leave Your Desk
bull Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons
bull This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It
66
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Initating Candidatersquos
folder
67
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query
Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty
member68
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Open a Faculty Folder
69
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Expand Form panel
bull Open the Form panel by clicking on the Expand button
70
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
bull Click the icon next to the form name
Select RPT Summaryor RPT SoM Summary
7171
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
RPT Summary Form
Verify all information change if needed complete missing information
72
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
RPT Summary Form
Verify all information change if needed complete missing information
73
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
RPT Summary Form
bull Click the save button
If you get an error send a screen shot of the summary form the idof the faculty member and your department todavidsextonutahedu
74
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Undocking Forms
bull Clicking the chain icon will open the form in its own window
75
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Redocking Forms
Press escape with your cursor active onthe form and the form will go back to itrsquos Original position in the User Interface
76
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Other Forms to Complete
bull RPT Dept Email (SoM)
Without thisEmail notificationsWilll not work
77
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Other Forms to Complete
bull External Reviewer
This is how the external reviewers get access to the candidates folderEnter the information for a single reviewer then save After each saveYou get a blank line below the saved line to enter the next reviewer
78
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Informational Forms
bull RPT Filenames list the original file name and the index name
79
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Informational Forms
bull RPT Admin Vote Review allows you to see the committee votes
80
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Informational Forms
bull RPT Dept Committee Tracking allows you to see what committess are required and if they have voted
81
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Adding New Documents
82
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Adding Documents - Indexing
bull What is Indexing ndash The Matching of a Document to a Folderndash A Two Part Process
bull Part 1 ndash Adding a Document to a Folderbull Part 2 ndash Index the Document
83
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Add a Document ndash Drag and Drop bull Open a Faculty Folder
1 Start broadly use wildcards2 Select (double click)Faculty member3 Clear Search Results to Clear Query Results area4 Place the cursor in a query box 5 Press enter 6 Select (double click) the Faculty member
84
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Add a Document ndash Drag and Drop
bull Open both the System and the System Objects panels by clicking on the Expand button
85
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Add a Document ndash Drag and Drop
After clicking on the expand Button the System and System Objects panels Should look like this
86
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Add a Document ndash Drag and Drop
The System panel is a windows explorer like interface Select the directorywhere the documents are that you want to upload into the folder you haveopened The file names will appear in the System Objects panel Drill Down to File that Contains the Document to be Added to the Faculty Folder and Click on File Name
87
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Add a Document ndash Drag and DropClick on Document Under System Objects and Drag Up to Folder Objects
A Copy of the File is Now in the Folder (The Original is Still in the System Folder)
Folder Objects
88
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Indexing Documents
89
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Indexing Documentsbull To Index a Document Right Click the document (1) in the Folder
Objects Panel click Choose Index Types (2) then choose the index type (3) then select OK (4)
1
2
3
490
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Indexing Documents
bull Document name has changed
To view the original File name open the RPT FileNames form
91
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Indexing Documents
bull If you want to add a index type contact Faculty Administration or Academic Affairs AVP Office
92
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Indexing Documents
bull When you right click to index documents the top 10 will be listed
bull If your index type is not listed select More Index Typeshellip
93
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Why Index documents
bull An index types control who can see whatbull Roles have access to Indexed documentsbull Aids in organizing the documents
94
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Document Actions
95
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Delete Documentsbull To Delete a Document Right Click the document (1) in the Folder
Objects Panel click Delete (2) then choose Yes(3)
1
2
4
3
96
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Move to sub folder
bull Subfolder correspond to the review year
bull The documents will still be visible under the All tab
97
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Move to sub folder
bull Two Ways to Move to a Sub-Folder ndash Under Folder Objects Click on Document and
Drag to Correct Tabndash Right-Click on the Document Select Sub-
Folders and Select the Correct Tab
NOTE Under Show All Documents Tab a Document that has been Indexed to a Sub-Folder will have a Blue Label Instead of a Black Label
98
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Move to A Sub-Folder
Click and drag the document to the sub folder
99
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Move to sub folderbull To Move a Document Right Click the document (1) in the Folder
Objects Panel click subfolder (2) then choose the subfolder you want to move it to (3)
12
4
3
100
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Renaming Documents
bull Dragged and Dropped Documents Carry over the File Name From the Original File
101
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Renaming Documents
To Rename a Document Right Click the document (1) in the Folder ObjectsPanel click Rename (2) then rename the document (3)
1
2
3
102
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Naming Documents
Document Name from Right Click List
Custom Document Name
103
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Other Items on ldquoRight Click Listrdquo
bull Duplicatebull Makes a Copy of the Document bull Example Document Now Named ldquoCopy of
Applicationrdquo
bull Reset Namebull Reverts Documentrsquos Name Back to the Original
Document Typebull Example Application Reverts Back to
Image012345tif
bull Delete bull Must have Rights
104
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Other Items on ldquoRight Click Listrdquo
Reset Name
Delete
Duplicate
Properties
105
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Properties
106
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Custom Properties
107
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Recover Files in Folder
108
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Folder Objects
109
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Folder Objects
bull Shows documents in Folderbull Applicationbull Tax Form bull Voucher
bull Icons dependant on type of filebull tifbull docbull Pdf
110
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Folder Objects
Click on Folder to see Objects
111
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Folder Objects
Click on Document to View
112
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Folder Objects
Can Sort Columns
Can Control Which Columns Are Visible
113
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display Documents
114
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display documents
bull Click a document in the Folder Objects panel
115
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display documents
bull The document will render in the Document Viewer panel
116
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display ndash Imaging Toolbar
bull The Imaging Toolbar will Appear Once You Selected a Document Within a Folder
bull Helps with Viewing Documents
117
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display ndash Zoom
Zoom In ndash Make Print Larger
Zoom Out ndash Make Print Smaller
Fit Width ndash Fills Up the Viewer
Fit Pagendash Puts Whole Document in Viewer
118
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display ndash Enlarging Document Viewer
Maximize ndash Takes Up the Whole Screen
119
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display ndash Enlarging Document Viewer
Maximized View
Restore
120
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display ndash Change the Orientation
Rotate Right Rotate Left
This is Considered a Change to the Document and will be Auto Saved
121
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display ndash Right Click Menu Options
bull Right click on the document to access these options
122
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display ndash Multi-Page Documents
Page Number Total Pages
Previous Page Next PageFirst Page Last Page
123
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Display - Print
bull Can Print Out of Nolij Webbull Must have Rights to Printbull To Print
1 Open Document to Print2 Click on the Print Icon on the Imaging Toolbar3 Print Wizard Pops Up 4 Follow Instructions in Wizard
124
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow
125
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow
bull Workflow in Nolij Web is Designed to Replicate the Flow of Folders Throughout the Office
bull Folders are Routed Based on Rules of the Department
126
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow
127
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow SoM
128
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow
bull NolijWeb is a Virtual Version of Workflowbull The Workflow Bar Shows Where the Folder is in
the Workflowbull Each Step is Called an ldquoInboxrdquobull 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
bull Access to an Inbox is called Ownership of that Inbox
129
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow
InboxWorkflow Bar Step of the Workflow Where the Folder is Currently Located
130
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow
bull Two Ways to Move a Folder Through the Workflowndash MANUAL Workflow the User chooses Where
to Move the Folderndash AUTOMATIC Workflow the System will Move
the Folder Automatically Based on Department Policies
131
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Start the Workflow
132
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Start the Workflow
Current Workflow Current status
Inboxes you can access Number of folders in the inbox
You will only be able to access your departments folders
133
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Start the Workflow
bull Once all the documents have been uploaded and indexed the summary form dept email form completed and external reviewer form you can then start the workflow
Workflow status
134
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Start the Workflow
bull Press Work Complete
135
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Start the Workflow
bull This box will display indicating the inbox the folder will be routed to
bull Verify the Route to and hit the OK button
136
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Start the Workflow
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
137
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Checking the Status
bull To check the status of any folder search for and open the folder and the status will tell you where it is
138
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Manual Route Folder
bull Press the icon next to Not in Workflow
139
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Manual Route Folder
bull Then select the icon next to Move To and select the inbox to route the folder to
140
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Manual Route Folder
bull The inbox you routed the folder to will be incrimented and the status will show the current inbox
141
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow ndash Viewing Inbox
bull To View the Items in an Inbox1 Click on the Inbox2 Inbox Detail Window Opens3 Select the Folder to Open and Click the Open
Button4 The Folder will Open Automatically
142
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow ndash Viewing Inboxbull To view an inbox select the inbox you want to view (1) then double click the folder to view (2) You can also single click the folder then click OK (3)
1
2
3
143
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow ndash Viewing Inbox
bull If you right click the folder you have these options
144
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow ndash Sorting Inbox
145
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Workflow ndash Folder History
146
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles
147
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles
bull Select the drop down on the Roles box
bull Select the Administrator role
148
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Admin User Interface
149
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Administrator
bull Select the icon next to Enterprise Hierarchy
150
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Administrator
bull Select the icon next to University of Utah
bull Select the icon next to ERPT
151
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Administrator
bull Select the icon next to Your Department Name
152
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Administrator SoM
bull Select the icon next to Department Roles
153
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles ndash Administrator
154
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles
bull Roles that end in DPTndash DPT roles share an inboxndash If you want more department committees we
will add more DPT rolesndash Enable multiple committees to access a inbox
concurrently
155
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles
bull Roles that end in UPLOAD
ndash Duplicate name with UPLOAD appendedndash Only the UPLOAD role can upload documents
and complete forms (voting form)ndash All Committee members need the Non
UPLOAD role so they can view the documentsndash Each UPLOAD role should have at least one
user
156
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Roles
bull Only the users you assign to roles will be able to access the folder documents to view them
bull Some roles have broader access
157
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Permissions
158
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Permissions
bull Select a department role
The Permissions tab will display the objects you have the access to changeOnce you select a role you are dealing with permissions for that role only
159
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Permissions
bull To view document permissions click the icon next to Documents
160
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Permissions
Viewable System Docs controlswhat type of document (pdf doctxt mp3 avi) can be viewed
Viewable Custom Docs controlswhich custom docs can be Viewed these are the index types
Indexable Custom Docs controlsthe index type availble to the user
161
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Permissions ndash Viewable System Docs
bull All these should remain checked
162
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Permissions ndash Viewable Custom Docs
If it has a check in the boxthe user can view thatdocument in the folder
To enable users to view documents place a check in the box
163
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Permissions ndash Indexable Custom Docs
If it has a check in the boxthe user can index a uploadeddocument to that index typein the folder
To enable users to index a Uploaded document to that index type place a check in the box
164
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
Indexbull Change your role pg 33bull Add users to roles pg 39 - 40bull End User Interface Map pg 45bull Open a folder pg 49 - 50 52 58 - 61bull Searching Overview pg 65bull Start a Candidates folder pg 68 - 74bull Forms to complete pg 77 - 78bull Adding Documents pg 86 - 88bull Indexing Documents pg 90 - 91bull Delete documents pg 96bull Move to subfolder pg 97 - 100bull Document display Options pg 115 - 124bull Workflow pg 130 -137bull Where is my folder pg 138bull Opening an inbox pg 142bull Document Permissions pg 159 - 164
165
