Nolij Web End User Training Version 6.5

1. Nolij Web End User Training Version 6.5 Nolij Corporation 1

2. Introduction to Nolij Web 2

3. 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 3

4. 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 World-wide Rely on Nolij to Improve the Capture, Input, Availability, and Flow of Information. 4

5. Nolij Web 5

6. 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 6

7. 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 7

8. Understanding ‘Web-Based’ • Nolij Web is Deployed via Web Server • Runs in a Web Browser 8

9. 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 9

10. Secure • Nolij Web stores the documents securely • Only those specifically granted access to a document can view it • Each action related to a document (view, download, upload,edit, share, annotate) requires a separate security permission • You control the security for your department • Nolij Web is backed up nightly 10

11. Getting Started 11

12. Overview • The system was developed in careful and total collaboration with Amy, Tami, Trina, and Jennifer – 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. • eRPT adheres to the existing policies and fundamental RPT processes. It is not about changing policies and fundamental processes. • This is the first training session, more will be coming in the summer. • If you have Questions, contact Faculty Administration or the AVP for Academic Affairs. 12

13. What am I going to be doing? • Adding users to roles • Granting users access to ERPT • Initiating Candidate’s folder • Complete the RPT Summary, External Reviewer, Dept Email forms • Start the folder in the workflow • Track the progress 13

14. What am I going to be doing? • Manage the process • Hopefully we have made it easier • Vote review form • Tracking of folder • See who has it, where it is in the process • Candidate can track it themselves • Dept committee tracking • Simple User Interface • Request UNID’s for External Reviewers • You control the process in your department 14

15. You control the process in your department • You add users to roles • You determine the department committees • You determine who sees what documents when • You can route the folder as you see fit • We have provided a template, so you don’t have to change anything, it’s up to you. 15

16. Why ERPT? • 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. • 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. • At the U each year the typical circulation of RPT binders/boxes and documentation on Lower Campus andthe School of Medicine is as follows:􀁸 375 RPT binders/boxes per year􀁸 400-­‐2000 pages per reviewed professor per year at the department/college level; 200-­‐1000 pagesper reviewed professor at the Vice President level and above􀁸 150,000-­‐750,000 documents under review per year at the department/college level; 75,000 –375,000 documents under review per year at the Vice President level and above􀁸 3,642 people touch RPT documents each year 16

17. Why ERPT? • The University of Utah is expected to realize a reduction of the following risks associated with the current tangible, paper-intensive RPT system: • Overall institutional cost of multiple duplicative RPT systems • Loss, theft, accidental destruction of binders/boxes/documents (legal action) • Bottlenecks causing delays • Individual office costs • Procedural & policy errors (legal action) • Unauthorized access to documents (legal action) 17

18. External Reviewers • UNID Request • First Name, Last Name, Address, Email, Phone • Electronic Form • Automatically routed to HR • Email notification when set up • Still in process 18

19. Simple User Interface • For the Faculty, External Reviewers, Department Committees 19

20. Key concepts 20

21. 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 21

22. Rights • RIGHTS are What is Allowed • Different ROLES have Different RIGHTS • Possible Rights: • Access to Documents • View, Edit, Add, Index or Delete Documents • Email or Print Documents • Access to a Folder in Workflow 22

23. Locked Folders • NolijWeb 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 23

24. 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 24

25. Logging In 25

26. Logging In https://nolij-test.acs.utah.edu/NolijWeb 26

27. Logging In • Enter User Login Credentials • Enter uNID • Enter Password • For test use your birthday MMDDYY • Click on “Log In” Button 27

28. Logging In – Error Messages 28

29. End User Interface 29

30. End User Interface 30

31. Roles • Your active role determines your access 31

32. Roles • You have at least 2 roles • WF Administrator – this is the primary role • Administrator – This is where you will grant others roles for ERPT 32

33. Roles • Select the drop down on the Roles box • Select the Administrator role 33

34. Admin User Interface 34

35. Roles – Administrator • Select the icon next to Enterprise Hierarchy 35

36. Roles – Administrator • Select the icon next to University of Utah • Select the icon next to ERPT 36

37. Roles – Administrator • Select the icon next to Your Department Name 37

38. Roles – Administrator • Select the icon next to Department Roles 38

39. Roles – Adding Candidates • Click the Candidate role, then right click the Candidate role, select Add User 39

40. Roles – Adding Candidates • Enter the Candidate’s UNID, then press OK 40

41. Roles – Adding Candidates • Click on the unid you just added, then click User Settings 41

42. Roles – Adding Candidates • Enter the Candidate’s name (User Description)and email (User Email Address) 42

43. Adding Users to Roles • To add a user to role the process is the same • Navigate to the role, click the role, right click the role, select Add User • Add the UNID, click OK • Select the UNID you just added • Select User Settings • Enter the user’s name and email 43

44. End User Interface 44

45. End User Interface Workflow Status Role Toolbar Query or Search Bar Workflow Inboxes Document Viewer Query Results Folder Objects Form 45

46. Main Toolbar • Click on drop down to get two option: • User Guide • About Nolij Web • Click on drop down to get four options: • - View Options • Themes • Document Viewer • Form Clear Query - is used to clear your search bar Scan – is used to scan documents from scanner (Only appears when a folder is open) Work Complete - is used to when an automated workflow is in place • Click on drop down to get three options: • Communication Window • Graphical Workflow • User Summary Role – Change role without logging out Logout – this logs the user of out Nolij Web 46

47. Search Bar 47

48. Query or Search Bar • The Query is Customized Specific to Your Department and Search Requirements. 48

49. 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 enter. If you only search on PA, nothing will be returned. 49

50. How to look up a Folder • Click in a Box on the Query Bar to Activate It • Type the Proper Data to Search (Ex: ID Number, Name) • Hit Enter on the Keyboard * The NolijWeb wildcard is the percent sign %. 50