Nolij Web End User Training Version 6. 2 Nolij Corporation
Introduction to Nolij Web
Nolij Corporation – Quick Facts • • • Phonetic Spelling of “Knowledge” Incorporated in 1999, Headquartered in MA Exclusive Focus on Higher Education Complete Software and Service Provider Over 200 College and University Customers Four Primary Products: – Nolij Web – Nolij Transfer – Nolij ICR/OCR – Nolij Connect
Nolij Corporation – Position • Nolij is the Leading Provider of Document Imaging, Workflow, Data Integration, and Forms Processing Technology for Higher Education. • Hundreds of Colleges and Universities Worldwide Rely on Nolij to Improve the Capture, Input, Availability, and Flow of Information.
Nolij Web
What is Document Imaging? • Capture, Store, and Retrieve Documents – Hard Copy (e. g. paper, vellum, etc. ) – Electronic (e. g. MS Office, PDF, etc. ) – Multimedia (e. g. video, audio, etc. ) – Web Content (e. g. HTML, XML, etc. ) – Many More • Distribute Information via Workflow • Subset of Enterprise Content Management • Technology to Eliminate Paper
Benefits of Nolij Web • • • Designed and Built for Higher Education Contains Built-In Best Practices Easy to Deploy and Maintain Includes Robust, Customizable Workflow Embedded Encryption Protects Sensitive Data Access Documents from Anywhere Leverages Existing Infrastructure Integrates with All Popular Applications Fully Web-Based
Understanding ‘Web-Based’ • • • Nolij Web is Deployed via Web Server Runs in a Web Browser All Browser/Server Communication via HTTP No File Shares or Network Mapping Truth: No Such Thing as Zero-Footprint Imaging – Even Pure Java/Web Solutions Require Desktop Install (e. g. JRE 1. 6)
Documentation • Documentation in Acrobat PDF • On Support Site For Nolij Administrators • In Nolij Web. Press the Button.
End User Solution • Primary Nolij Web Functional Interface • Provides End User Access to All Nolij Web Features and Functionality – Scanning, Storage, Retrieval, Annotation, Workflow, Reporting, Integrated Forms, Collaboration, and more • Presents Single, Unified View of All Documents and Data • Productivity Enhancement Tool
Getting Started
Roles • A ROLE can Determine What Work is Being Performed • Different ROLES have Different Rights • A User Can have Multiple ROLES • Example: A Registrar User Needs to Look Up Student Information But May Also Need to Look Up Course Information
Rights • RIGHTS are What is Allowed • Different ROLES have Different RIGHTS • Possible Rights: – Access to Messaging – Access to Different Document Types – View, Edit, Add, Index or Delete Documents – Email or Print Documents – Access to a Folder in Workflow – NOTE: Delete Rights Should be Limited.
Locked Folders • Nolij. Web is a “First Come, First Serve” System • This Means the First User to a Folder will be Able to Make Changes to that Folder. • This User has “Locked” the Folder • Other Users will be Able to View that Folder but Cannot make Changes
Collaboration • Enhance Communication with Real-Time Messaging Interface • Compose and Send Text Messages Directly to Individual Browsers – Keep Staff Connected, Foster Collaboration • Supports Group-Level Notification • Always Know Who’s Online and Available for a Chat
How Labs will Work • Each User will get their Own Username and Password • Each User will get a List of 3 – 5 Student Names • Each User has Access to a Folder on the Computer with Test Documents • While Nolij. Web can be Customized to any Department, Labs will be Set Up as a Sample Admissions Office
Logging In
Logging In
Logging In • V 6 uses Nolij. Web. htm Start Page • Enter User Login Credentials – Enter Username – Enter Password – Click on “Log In” Button • If User does not have Valid Credentials, then You will see this Error Message on Next Slide
Logging In – Error Messages
End User Interface
End User Interface
End User Interface Toolbar Query or Search Bar Batch Query Bar Workflow Document Viewer Query Results Folder Objects Form System Browser System Folder Objects
Main Toolbar Click on drop down to give two option: -Communication Window -User Guide -About Nolij Web Clear Query - is to clear your search bar Work Complete - is used to when an automated workflow is in place Role – Change role without logging out Click on drop down to give two option: - View Options - Themes Logout – this logs the user of out Nolij Web
Search Bar
Query or Search Bar • The Query is Customized Specific to Your Department and Search Requirements. • Types of Folders that can be Searched: • Students • Employees • Alumni • Vendor • Courses
Query Bar
How to look up a Folder • Click in a Box on the Query Bar to Activate It • Type the Proper Data to Search (Ex: Student ID Number, Name) • Hit Enter on the Keyboard * The Nolij. Web wildcard is the percent sign %.
Query Results
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
Most Important Buttons • The Two Most Important Buttons in Nolij Web – Clear Search Fields boxes – Clear Search Results area - to Clear Query Bar - to Clear Query Results • Use the Clear Search Fields and Clear Search Results Buttons Before Search for the Next Folder.
Clear Search Fields Andy appears when I search for “Smith” When I type in “Collins” the Last Name box, I get a result of 0 queries. WHY?
Before You Leave Your Desk • Make Sure to Click on Both the Clear Search Fields and Clear Search Results Buttons • This Prevents Accidently Leaving a Folder Open so Another User Cannot Access It.
Sub-Index Query • Can Search on a Secondary Value • Examples: – Invoice Numbers – Gifts or Gift Numbers • Sub-Index items with Associated Document will Show a Blue “Paper Icon” • Sub-Index Items without an Associated Document will Show a Blue “Paper Icon” with a Not Symbol on it
Sub-Index Query Search for Sub-Index item will Return Folder and Only the Sub-Index Item
Sub-Index Query Search for Folder item will Return Folder and All the Sub-Index Items
Lab – Query Bar • Look Up a Student and Open Folder 1) 2) 3) 4) Name Student ID Use Wildcard Sub-Index Query a) Search Using a Gift Number b) Search Using Folder Name
Folder Objects
Folder Objects • Shows documents in Folder • Application • Tax Form • Voucher • Icons dependant on type of file • tif • doc • Pdf
Folder Objects Click on Folder to see Objects
Folder Objects Click on Document to View
Folder Objects Can Sort Columns Can Control Which Columns Are Visible
Adding New Documents
Adding Documents - Indexing • What is Indexing? – The Matching of a Document to a Folder – A Two Part Process • Part 1 – Adding a Document to a Folder • Part 2 – Naming the Document
Add a Document - Scanner 1. 2. 3. 4. Open Folder Click the Scan Button on Toolbar If Necessary, Choose Which Scanner Check Settings • • • Black and White 200 dpi Front of Page Only or Duplex 5. Click OK or Scan Note: The Scan button will only appear once a student folder is selected/highlighted
Add a Document - Scanner • For Multi Page Click on the Drop Down Next to Scan Button
Add a Document – Drag and Drop • Open Student Folder • Open both the System and the System Objects panels • Drill Down to File that Contains the Document to be Added to the Student Folder and Click on File Name • Click 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. )
Add a Document – Drag and Drop Click on Expand Button Click on Document Click on File Name
Add a Document – Drag and Drop Drag document from System Objects to Folder Objects
Naming Documents
Naming Documents • Documents Added to Nolij. Web are Named Based on File Type • Scanned Documents have an Image Number • Dragged and Dropped Documents Carry over the File Name From the Original File
Naming Documents • To Name a Document, Right Click on the Document Icon • A List of Document Names will Appear • Click on the Name You Want to the Document to be • To Rename a Document, Right Click and Name Again
Naming Documents Need Picture of Document List
Naming Documents • Able to Customize a Document Name 1. 2. 3. Right Click on the Document Choose Rename This will Bring Up the Box to Rename the Document 4. Click on the End Document Name Until the Box Around the Name Turns from Black to White The Cursor Should be Already at And of the Document Name Type the Addition to the Name 5. 6.
Naming Documents Document Name from Right Click List Custom Document Name
Indexing to A Sub-Folder • Can Index a Document Further so That It has More Information • Index to a Sub-Folder • Sub-Folders are Located in the Folder Objects Section • Examples of Possible Sub-Folders: – Aid Year – Term Code – Custom Names
Indexing to A Sub-Folder These are all the subfolders Assigned
Indexing to A Sub-Folder • Two Ways to Index to a Sub-Folder – Under Folder Objects, Click on Document and Drag to Correct Tab. – 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.
Indexing to A Sub-Folder Click and drag the document to the sub folder
Email • Can Email Documents Out of Nolij Web • Must have Rights to Email • To Email: 1. 2. 3. 4. Open Document to be Emailed Right Click Choose “Email ” Email will Pop Up
Other Items on “Right Click List” • Duplicate • Makes a Copy of the Document • Example: Document Now Named “Copy of Application” • Reset Name • Reverts Document’s Name Back to the Original Document Type • Example: Application Reverts Back to Image 012345. tif • Delete • Must have Rights
Other Items on “Right Click List” Reset Name Delete Duplicate
Lab – Adding and Naming Documents 1. Add Document from Scanner 2. Add Document from the System Brower 3. Name Document 4. Rename Document 5. Give the Document a Custom Name 6. Index to a Sub-Folder 7. Email a Document 8. Duplicate a Document 9. Reset the Name of a Document 10. Delete a Document
Document Display
Display – Customizing the User View • User Able to Customize the User View • Can Increase to Size of the Document Viewer • Can Customize the Index List
Display – Customizing the User View • Preference Button on Main Toolbar • Can Change Layout – View Options • Horizontal – Query Bar Across Top • Vertical – Larger Document Viewer Area • Can Change Theme (Colors) • Can Hide the Workflow Bar
Display – Customizing the User View
Display – Customizing the User View
Display – Enlarging Document Viewer • Two Option for Enlarging Document Viewer Default Layout– This Pushes the Document Viewer Down and Query Bar to the Top Maximize – Takes Up the Whole Screen
Display – Enlarging Document Viewer Restore Maximized View
Display – Enlarging Document Viewer Vertically Maximize Default Layout
Display – Enlarging Document Viewer Vertically Maximized
Display – Customize Indexing List • Can Customize the List of Documents • Uncheck any Document You do not Want on the List Click on the Drop Down for this Option Check or Uncheck
Display – Imaging Tool Bar See Page 90 in the End User’s Guide for More Information about Toolbar Icons and Right Click Menu Options
Display – Imaging Toolbar • The Imaging Toolbar will Appear Once You Selected a Document Within a Student Folder. • Helps with Viewing Documents • Change the Size of the Document • • Zoom In – Make Print Larger Zoom Out – Make Print Smaller Best Fit – Puts Whole Document in View Zoom to Width – Fills Up the Viewer
Display – Imaging Toolbar • Change the Orientation of the Document • Rotate Left • Rotate Right • This is Considered a Change to the Document and will be Auto Saved
Display – Multi-Page Documents Page Number Previous & Next Page Total Number of Pages • This Provides You with the Page Number • The Total Number of Pages in Document • To Create Multi-Page Documents 1. 2. 3. 4. Select the First the Document You want to Merge into… Then Hold ctrl and Click on the Other Documents You Want to Merge Then Right Click on the Document You Want to Merge into Select ‘Merge Selected’ Example in Next Slide. Note: Make Sure the You Pick the Order You the Pages to be In
Display – Multi-Page Documents
Display – Multi-Page Documents • To extract page from multi-page document 1. Find the Page You Want to Extract 2. Click on “Extract Page From Document” (This is in the Tool Area of Document Viewer) 3. Answer the Prompt (“Would you like to delete the extracted page from the original document? ”) 4. A Copy Appears in the Folder Objects. 5. Name will be Page No. of…. “Name of Original Document”
Display – Multi-Page Documents Click Extract Icon
Display – Multi-Page Documents
Display – Multi-Page Documents Extracted Page
Display – Bookmarks • Some Multi-Page Documents are so Large that it is Difficult to Search • Pages can be Bookmarked • To Bookmark a Page 1. Find the Page in the Document 2. Type Description or Name of the Bookmark (This is in the Tool Area of Document Viewer) 3. Click on the Add/Delete Bookmark Button 4. Repeat for Each Page Note: The Bookmark Functionality will Only Appear if a Document is Multi-Paged
Display – Bookmarks Next & Previous Bookmark Name Section Add/Delete Bookmark
Display - Print • Can Print Out of Nolij Web • Must have Rights to Print • To Print: 1. 2. 3. 4. Open Document to Print Click on the Print Icon on the Imaging Toolbar Print Wizard Pops Up Follow Instructions in Wizard NOTE – Annotation will Print if the document has them. Currently There is No Functionality to Unable Annotation when Printing
Lab - Display 1. Enlarge/Reduce Document Viewer • • From Preferences Using Buttons on Imaging Toolbar 2. Change Theme 3. Customize Index list 4. Imaging Toolbar • • Changes sizes Rotate 5. Create a Multi-Page Document (10 Pages)
Lab - Display 6. Extract Page from the Multi-Page Document 7. Bookmarks • • 8. Print Create 2 Bookmarks Navigate to each Bookmark
Annotations
Annotations • Able to Make Information Stand Out on a Certain Document • Highlighter • Open Rectangle • Lines • Able to Hide Information • Filled Rectangle • Able to Make Notes on a Certain Document • Text • Attach-a-Note • Stamps
Annotations Click on Drop Down to Select all Annotations Types
Annotations - Highlight Click and Drag a Box Around the Area to be Highlighted
Annotations – Redaction Click and Drag a Box Around the Area to be Redacted
Annotations - Stamp Click and Drag to Create the Area for Stamp
Annotations - Line Click and Drag the Cursor Where You Want the Straight Line
Annotations - Circle Click and Drag over area to be circled
Annotations – Free Text Click and Drag Over Area to Type Note(s)
Annotations - Square Click and Drag Over Area to be Squared Off
Annotations – Sticky Note Click and drag to create the area, then type note(s)
Annotations - Customizing
Annotations – Hiding Annotations
Annotations – Stuff to know • To Move an Annotation 1. 2. Click on the Annotation to be Removed Click an Drag Annotation to New Location • To Delete an Annotation 1. 2. Right Click on the Annotation Click on “Delete Annotation • Only Users with Annotation Rights will be able to Add/Delete/Move Annotations • Users Without Annotation Rights will be able to see Annotations but Cannot Add/Delete Them
Lab - Annotations 1. Make Annotations a) b) c) d) e) Straight Line Highlighter Filled Rectangle Attach-a Note Stamps 2. Customize Annotations a) b) c) d) Straight Line – Change color Highlighter – Change color Filled Rectangle – Change color Attach-a Note – Change color, font size, font color
Text Searching
Text Searching • Can Search for Text on Documents in Nolij. Web • Two Ways to Search For Text 1. Context Search on Query Bar a) All Documents b) Takes a While to Search 2. Text Search in a Specific Folder a) Searches in Current Folder Only b) Much Quicker
Context Search Type Text to be Searched Results: Documents with Text
Context Search Click on Document Name Will Only List that Document in the Folder Objects Window
Context Search Click on Folder Name: All Documents Will Show in the Folder Objects Window
Text Search in Folder Objects Click on Drop Down and Choose “Filter On” Document Text Enter the Text to Search on and Click on Arrow Key
Lab • Search for Text in the Folder
Batches
Batches • Batches are a “Virtual to be Filed Folders” • Can be Used as a Temporary Holding Place for Documents Waiting to be Indexed • Can Add Documents like Student Folder • Can have Multiple Batches to Hold Different Types of Documents • • Today’s Mail Applications Counselor A – D Seminar Documents (Permanent Holding Place)
Batches • To Open a Current Batch 1. Click on the Drop Down Arrow 2. Select Name of Batch to Open 3. Under Query Results, Click on Batch Name to Open
Batches • To Create a New Batch: 1. Click in the Batch Box and Type the Name of the Batch 2. Click OK 3. A Wizard will Appear, click Yes 4. Under Query Results, Click on Batch Name to open
Batches – Lock Query Results • Locking the Query Results Prevents the Folder from Accidently Going away • To Lock the Query Results: 1. Right Click on the Query 2. Click on “ Lock Query Results” 3. Repeat to Unlock the Query Results
Batches – Indexing to Folders • To Index Documents in a Batch to Folders: 1. Lock Batch and Open Batch Folder 2. Look at the First Document to Determine Which Student it Belongs 3. Type in Student ID or Name in the Query Bar 4. Click on the Document under Folder Objects, Drag to Student Folder under Query Results Until the Folder Name Turns Blue 5. Open the Student Folder and Name the Document (Documents can also be Named in the Batch Before Moving to Folder)
Batches – Indexing to Folders Drag the document
Batches – Clearing the Search Fields • Since Batches is also in a Query Bar, You Need to Clear Your Searches Like You Would do for Other Search Bars • Use the Clear Search Fields and Clear Search Results Buttons
Batches – Indexing to a Batch • To Index Documents in a Folder to Batch: 1. Lock Folder and Open Folder 2. Click on the Document Under Folder Objects, Drag to Batch Folder Under Query Results Until the Batch Folder Name Turns Blue • To Index Documents in a Folder (1) to Another Folder (2) 1. Lock Folder(1) and Open Folder(1) 2. Click on the Document Under Folder Objects, Drag to Folder(2) Under Query Results Until the Folder(2) Name Turns Blue
Batches – Moving between folders • Batch to Folder • Folder to Batch • Folder to Folder
Lab - Batches 1. Create Batches – Today’s Mail – Applications 2. Put Documents into All Batches 3. Move Documents from Batches to Student Folder 4. Move Documents from Student Folder Back to Batch 5. Move Documents from Student Folder to Another Folder
Forms
Forms • Forms are a Way to Pull Information from the SIS System • Custom Built for the Type of Role Being Performed • Information can be Viewed that Relates to the Folder that is Opened • If Allowed, the SIS System can be Updated from a Form in Nolij NOTE – Nolij is NOT a Replacement for the SIS, but a Tool to Work with the SIS
Forms • To Open the Form: 1. At Bottom of Document Viewer, You Should See a Form Bar (You will Only See this if You have been Given Rights to Forms) 2. Click on the Maximize Button 3. Open a Folder 4. Information will Appear in the Form 5. To Detach a Form, Select the Detach Button
Forms
Forms – With a folder selected
Forms – Adding a Note Click the Save Button Type in Note
Forms – Note Added New note is added
Reports
Reports • Can View Reports Containing Data from the Current Process – Pie Chart – Line Chart – Area Chart – Point Chart – Bar Chart • Example: Number Folders in Workflow
Reports Click View Report Button Select Report to View
Workflow
Workflow • Workflow in Nolij. Web is Designed to Replicate the Flow of Folders Throughout the Office • Folders are Routed Based on Rules of the Department
Workflow
Workflow • Nolij. Web is a Virtual Version of Workflow • The Workflow Bar Shows Where the Folder is in the Workflow • Each Step is Called an “Inbox” • One or Multiple Users can have Access to a Particular Inbox Based on the Work that Needs to be Completed at that Step of the Workflow • Access to an Inbox is called Ownership of that Inbox
Workflow Bar Inbox Step of the Workflow
Workflow • A User can Manipulate the Order of Inboxes and the Workflow Bar to His or Her Preference • To Arrange Inboxes: – Click on the Label of the Inbox – Drag the Inbox Until it is in Position – HINT: Move the Workflow Bar so that is at the Bottom of the Rest of the Inboxes for Easy Access. The Workflow Bar will be Used the Most of Any Section of the Workflow.
Workflow • Two Ways to Move a Folder Through the Workflow – MANUAL Workflow: the User chooses Where to Move the Folder – AUTOMATIC Workflow: the System will Move the Folder Automatically Based on Department Policies
Workflow - Manual • To Move a Folder Manually Through the Workflow: 1. Open Folder 2. Click on the Drop Down Arrow on the Workflow Bar 3. Choose the Inbox to Receive Folder 4. The New Location will Show on the Workflow Bar 5. The folder is Now Sent to that Inbox
Workflow - Manual
Workflow - Manual
Workflow - Manual • Once a New Folder has been Added to an Inbox, the Inbox Label Turns Blue After a Minute as an Alert to the Owner
Workflow - Automated • To Do Automated Workflow: – Open Folder and Complete Work – Click on the “Work Complete” Button on the Main Toolbar – A Wizard will Pop Up Stating Whether or Not the Folder will be Moved and Where to – Click OK to Move to the Next Step (Or Cancel to Keep Folder Where it is)
Workflow – Viewing Inbox • To View the Items in an Inbox: 1. Click on the Drop Down Arrow on the Inbox 2. Select the Folder to Open 3. The Folder will Open Automatically (the Double Squares will be Blue Showing that the Folder was Opened Using an Inbox)
Workflow – Viewing Inbox
Workflow - Customizing • Right Click on the Workflow for the Following Option: – Sort by Date – Sort by Alphabet Right Click
Communication
Communication • Collaboration – To Communicate With Other Nolij Web Users • See Who is in Nolij Web • Users Must Have Permission to Use Collaboration • View Information • View Debug Messages
Collaboration
Collaboration A New Window Panel Opens Type and Click Send
Collaboration Messaging will be displayed here
Collaboration • To Read a Message Again: – Click on the Drop Down in Pop Up Box – Click on “Show All History”
Other Communication Tabs • Console Tab – Shows System Informational Messages • Debug Tab – Shows Debug Messages – Pass any Messages in this Tab to the Nolij Web Administrator
Lab - Communication 1. 2. 3. 4. Open the Communication Window Who is Connected? Contact Another User Reply to Another User
Scanning & Retention
Scanning Best Practices • Keep Scanner clean – Clean Scanner Glass – Periodically Clean Scanner of Dust, Dirt, Etc – Follow Scanner Manufacturer’s Instructions Remember: REMOVE ALL STAPLES AND PAPER CLIPS BEFORE SCANNING
Scanning Best Practices • Use a Good Original • Use Black and White Setting – Smaller File than Greyscale • Set Resolution to 200 Dots Per Inch (dpi) • Set Output File to Tagged Image File Format (TIFF) • Use Scanning Tools to Improve Scan Quality
Scanning Best Practices It is Very Important to Test Scanner Settings with Different Types of Originals. Find Various Originals to Test Such as a Transcript, an Application, a Thin Triplicate Form, and/or a Color Form. The Settings For a Transcript May Need to be Different Than a Standard Black and White Original.
Retention Policy • Check Institution and State Policies for Keeping Hard Copy Originals – Transcripts – Original Signatures • Check Institution and State Policies for Keeping Virtual Documents – New Students – Denied Applicants
Test Plan
Test Plan for Nolij Web • It is Important to Test the Nolij Web System Before Going “Live”. • Nolij has Designed a Test Plan for All Clients to Complete. • Test Plan Handout
